Overview

The Facilities Coordinator (FC) works directly with the Director of Facilities and each of the three individual property’s Director of Engineering/Chief Engineer. The FC is responsible for providing full administrative support relating to the execution of their duties, responsibilities, and assigned projects. More specifically, the FC will process purchase orders and receipts for all supplies and materials; liaise with vendors and suppliers as directed on behalf of the Directors and Chiefs, facilitate inter-departmental communications for coordination of preventive maintenance; validate, and assign & track work orders for corrective maintenance. Additionally, the FC will complete updates to company documents (Processes, Standard Operating Procedures, Training Materials, etc.) and any other projects as may be required and/or assigned. Handling of general office customary duties and responsibilities (photocopying, transcribing, processing of other normal documents for management approvals, etc.).

Responsibilities

· Prepares and processes all department PO's for circulation and approvals.

· Executes customary office manager duties, to include photocopying, faxing, transcribing, and processing of approval documents.

· Attends to various administrative needs including organizing, filing, faxing, typing, memo composition, presentations, etc.

· Directly assists the Director of Facilities in the Reserve for Replacement (RFR) process and maintenance of facilities-related Standards Specifications and Inventories (SSI).

· Aids in the execution of all department projects through tracking the steps & progress of each project & monitoring the scheduled completion dates.

· Prepares reports on the status of all ongoing projects.

· Manage the work order management system.

· Understand & communicate company processes, policies & standard operating procedures to the department when applicable.

· Conduct research on an as needed basis for parts requests and communicate needs to suppliers for quotes/ ordering.

· Manages the preparation and follow up of assignments, initiatives, projects & reports including scheduling building inspections.

· Manages all assignments, initiatives, projects & reports in relation to all Six Hotel & F&B RFR schedules, including processing purchase orders, invoices, inspection reports, PCR changes for budget variances, presentation and spreadsheet submission for annual approval as it relates to the RFR program.

· Orders & distributes materials and office supplies, facilitates product returns as needed.

· Maintains SSI database, and updates as needed with any changes.

· Reviews maintenance contracts during renewals and obtains additional bids when/ where needed.

· Handles and monitors all building permits and executes Purchase orders as needed.

· Maintains the energy consumption databases per hotel brand Requirements.

· Ordering tools and uniforms for associates as needed.

Qualifications

Type QualificationSkill Proficient in MS Office products including: Word, Excel, Powerpoint, Publisher & Visio.Skill Ability to prioritize tasks and organize data, reports, and schedulesExperience Previous experience working with general office equipment (facsimile, mail machine, copier, etc)Education High School diploma or GED requiredExperience Previous experience working in an entry level administrative position required (i.e., jr. admin, receptionist, file clerk, etc.)