Facilities Coordinator

Description

Ensure a professional image is maintained, quality service is continually enhanced, and branch needs are met. High-energy, detail-oriented individual to perform administrative duties and support for the Facilities Team.

LOCATION

Tanner Building

7167 S Center Park Drive
West Jordan, UT 84084

SCHEDULE

Full Time; this is a hybrid schedule with 3 days weekly in office expectation, based on business need.

To be effective, an individual must be able to perform each job duty successfully.

Ensure that support services to the Facilities Team and its Leadership are accomplished in a timely, confidential, secure, and professional manner.
Responsible for executing the administrative duties for the Facilities Team, to include assisting in the management of Corporate, Branch Locations and Service Centers, as needed.
Ensure a professional image is consistently maintained, the enhancement of quality service and all needs are addressed, while supporting the image and branding of the credit union.
Responsible for coordinating with the Real Estate and Construction Team in the resolution of issues for Tenants residing in Branch and/or Corporate locations.
Act as the point of contact for Corporate and/or Branch Facilities issues and liaison for service calls and vendor relations
Manage response and support for Facilities Hotline as it pertains to operations (i.e., service ticket requests, collaboration with facilities tech, Corporate building assistance, branch assistance, etc.)
Ensure all required Facilities Team Members are aware of and scheduled for special events, such as punch list walkthroughs, soft openings, and ribbon cuttings.
Assist the Facilities Team with scheduling and coordination of meetings including room reservation and providing agendas. Assist the Facilities Team with scheduling and coordination of travel arrangements, including travel, lodging and car rentals. Support the Facilities Team by performing special assignments/projects and other functions as assigned.
Supports the contract, Business License and vendor processes.
Supports inspection schedules for backflow, fire sprinkler, fire alarm, extinguisher and hydrants, pest control
Supports the invoice processing as well as obtaining necessary approvals, audits, and scanning invoices to Concur for processing
Manage multiple logs and reports and ensures all directories are maintained
When necessary, order appliances for Break Rooms for new locations.
Maintain, monitor, direct and update MAPs shared drive, Service Now Ticket System new branch folders (i.e., emergency shut off information, site plans, property lines, Business Licenses, etc.), spreadsheets/KPI Data
Cross-train to support other teams as necessary (i.e. Mail Room, Receptionist functions, Administrative Assistant, etc.)

KNOWLEDGE, SKILLS, and ABILITIES

The requirements listed are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Experience

Two years of experience working in administrative, facilities and vendor management is preferred

Education

High School Diploma or G.E.D. any additional education, including a degree or completion of a specialized course of study is preferred.

Licenses, Certifications, Registrations

Valid Driver’s License
International Facility Management Association (or similar) membership preferred, but mandatory to achieve within one year. Industry related certificates are desired but not mandatory, such as PMP (Property Management Professional), PMP (Project Management Professional), CFM (Certificate of Facility Management), Notary Certification.

Managerial Responsibility

N/A

Computer/Office Equipment Skills

Intermediate skills with Microsoft Office Suite including Outlook, Word, PowerPoint, and Excel

Language Skills

Demonstrated ability to clearly communicate verbally and in writing.
Demonstrated ability to read and follow instructions.

Other Skills and Abilities

Must have the ability to delegate and follow up with staff and supervisors daily, weekly, monthly, or as needed.
Operate independently with minimal supervision, make decisions, problem-solve, prioritize, respond to tasks or issues in a timely manner and communicate situations to supervisors.
Self-starter with strong organizing and time management skills and the ability to work productively and efficiently in a fast-paced environment with multiple projects and timelines
Adaptive to change, responds positively to altered circumstances or conditions
Possess a desire and willingness to learn and continually update knowledge base on financial concepts, strategies, systems etc.
Oversee and resolve issues and concerns as they arise, communicating needs to appropriate individuals (Corporate Facilities Maintenance Team, Real Estate Team, etc.)

PHYSICAL ABILITIES / WORKING CONDITIONS

Physical Demands

Ability to sit, talk and hear consistently

Ability to stand, walk, and use hands to handle or reach occasionally

Vision Requirements

Close vision (clear vision at 20 inches or less)

Distance vision (clear vision at 20 feet or more)

Weight Lifted or Force Exerted

Ability to lift up to 25 pounds occasionally may need to lift up to 50 pounds.

Environmental

There are no unusual environmental factors (such as a typical office)

Noise Environment