The Facilities Lead Coordinator is responsible for coordinating all facilities related activities for the client’s building and its departments, to ensure safe and smooth operations. They provide administrative support and resolve facilities related issues by identifying and coordinating the best solutions. Additionally, they assist in managing daily activities, such as providing building/loading dock access, addressing maintenance and repair issues, and ensuring facilities are well-equipped and in optimal working condition.
Responsibilities:
- Responsible for engaging with client Facilities Director and client Facilities Manager to coordinate day-to-day facilities activities, which include vendor interactions, mail, and package services, initiating and responding to Service Now tickets, establishing par levels and inventorying facilities/office/PPE supplies to ensure adequate stock, contributing to a safe work environment, and ensuring proper upkeep of workspaces and storage areas. All of the aforementioned activities are to be tracked in a format approved by management.
- Daily collaboration with management and client facilities team, schedule weekly planning meeting to capture in advance the support needed for the week ahead, such as Conference room set-ups, including audio visual equipment.
- Special event set-ups. Responsible for coordinating special event needs (own the event calendar, educate NFL departments on event booking, create a checklist template for event booking, etc.)
- Provide consistent and appropriate communication regarding all existing and new facilities projects. Support special events or other operations/facilities related matters. Ensure that all information is entered timely and accurately into Service Now in support of all new event setups.
- Create maps for locations and meet with the client to ensure efficiency by using a checklist, weekly and monthly calendar.
- Assist with the coordination of maintenance requests between client personnel and vendors.
- Coordinate and/or perform light maintenance requests, to include furniture relocation, picture hanging and minor furniture repairs.
- Coordinate with client personnel to resolve facilities issues related to building systems and equipment; support implementation of the solution chosen by client.
- Coordinate with vendors to provide preventative maintenance on building systems, which include HVAC systems, fire systems and generators.
- Assist with space planning in support of client needs.
- Responsible for coordinating office relocations, rearranging workstations, nameplate signage and overseeing furniture procurement or repairs.
- Update floorplan layout within iOffice and Service Now applications.
- Assign seats to employees in accordance with client requirements.
- Support Client moves and execute these within the client requested time frame. Communicate with staffers in advance preparation for the moves.
- Ensure that packing of all items, including personal effects, is accomplished in a thorough and professional manner.
- Identify opportunities for improved operations and service excellence.
- Inputs, runs reports related to facilities activities and monitors for trends/deviations to be addressed with client and/or management.
- Collaborates with Security Team and Reception desk personnel.
- Engage with NFL Finance to follow-up on outstanding matters, as needed.
- Coordinates delivery and pick-up of equipment via client’s freight carrier.
- Responsible for preparing PO’s and order furniture, facilities, and janitorial supplies.
- Establishes a consistent process to obtain competitive pricing, to include a template to communicate recommended pricing.
- Responsible for advising on supply orders for NFL departments and negotiate directly with vendors as appropriate.
- Follow-up with vendors to ensure that all documents are submitted timely and in accordance with NFL Finance budgeting requirements.
- Manages filing of facilities’ compliance documents including vendor certificates of insurance.
- Interacts with various vendors, such as cleaning services, security providers, and maintenance contractors, to ensure the smooth operation of the facility.
- Organizes and maintains upkeep of vendor contact list for facilities team (to be managed using the CIP document and contact list template).
- Request building access for vendors as appropriate.
Qualifications:
- Must have experience in Facilities, particularly in Office Services and in an entertainment company
- Must have experience in space planning sys6tems. i.e. Service Now. Especially with New Hires, terminations, and office/workstation moves
- Must have experience dealing with storage facilities and inventory
- Must have experience working with and coordinating moves with IT and others.
- Must have experience being a self-starter, proactive, and leading by example.
