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Facilities Coordinator
Jones Lang LaSalle
Atlanta, GA, United States
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Facilities Coordinator
Hours:
8:00 AM - 5:00 PM, Monday - Friday
Responsibilities:
Directly support the Facility Management team with on-going facility and team related responsibilities, including, but not limited to:
• Demonstrate confidence, professionalism, responsiveness and exceptional customer service skills.
• Use good business judgment when responding to the needs of clients, both internal and external.
• Communicate professionally, in a clear and concise manner and display a professional appearance.
• Manage the main receptionist console, including greeting guests.
• Ensure the delivery of inbound and outbound mail, express packages, and messenger orders.
• Support functions of the reception desk throughout the course of the day, including opening and closing procedures along with administrative duties of photocopying, scanning, and filing.
• Conduct routine facility inspections to determine areas for service.
• Submit facility work orders to the proper provider as directed on a timely basis.
• Track progress of work orders submitted to monitor status. Report open issues to Facility Management team.
• Coordinate building service requests with service providers; confirm proper insurance is in place, provide access, and monitor the repairs.
• Assist with the coordination and scheduling of preventative maintenance activities.
• Process and file office invoices for approval. Coordinate with vendors to correct discrepancies and ensure timely payment.
• Assist occupants in scheduling conference rooms and AV equipment using the online conference management system or other reservation system.
• Provide conference room support to include room set-up, technology support including AV, catering orders, supplies and clean up.
• Monitor condition of office equipment including but not limited to MFD’s, postage machine, AV equipment, and kitchen appliances.
• Inventory, order and stock kitchen and office supplies.
• Coordinate compliance documents for office vendors, contracts, access rights and equipment inventories.
• Assist in management and monitoring of office safety and security including access control, parking access where applicable and meeting ADA/Federal/OSHA standards.
• Participate in various employee onboarding requirements including the preparation of employee name signage, assign access cards, assigning phone extensions, emergency procedure documents, information packets, etc.
• Support emergency preparedness plans of the office including participation or leadership of the emergency team.
• Update office occupancy data online.
• Provide updates applicable to content on office Connect page.
• Assist Facility Management Team with tactical planning for the regional facilities team’s goal and objectives.
• Help support facility specific cost savings targets to contribute to the account achieving savings.
• Assist with relocation services, office projects preparation and clean up, and occupancy tracking.
• Additional duties as assigned.
Qualifications:
• Excellent interpersonal, communication, problem-solving and organization skills.
• Experience with answering a receptionist console and ability to field various calls.
• Knowledge of Microsoft office (Word, Excel, PowerPoint, Outlook).
• Understanding of office technology, systems and equipment.
• Basic understanding of routine accounting methods.
• Minimum of two years facilities experience preferred.
• Bachelor's degree or equivalent preferred.
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