FACILITIES COORDINATOR

FACILITIES COORDINATOR

The Facilities Coordinator works on-site under the supervision of the Director of Operations, and plays a hands-on role in daily operations, facilitating the firm’s collaborative culture and office environment. Candidates should be outgoing, kind, proactive, organized, dependable, communicative, and enjoy multi-tasking.

Heintges is recognized for excellence in both our people and our design product. We cultivate a supportive environment of positivity, respect, professionalism, and good work-life balance.

Responsibilities and Duties

• Support colleagues and business operations in a friendly, positive manner.
• Manage the reception area, greeting colleagues and office visitors, managing deliveries, and service providers, answering and routing phone calls, distributing mail, unpacking and storing deliveries.
• Manage maintenance and facility needs pro-actively, communicate and coordinate with the landlord, the building’s facilities staff, cleaning service, and/or other maintenance and repair contractors on both routine, and urgent matters.
• Liaise with IT provider, and security company to coordinate work-station set-up and other service needs.
• Create and maintain inventory lists and order schedules for office supplies and equipment.
• Manage and maintain office equipment, arrange service and supplies as required.
• Maintain an organized office environment including conference rooms, supply closets, and other common spaces.
• Manage and maintain the kitchen area counters and table including tidying up, making coffee/tea, emptying dishwasher, putting food away etc.
• Budget and order catering and office supplies.
• Plan, organize and manage weekly staff lunches, fun events that promote bonding and collaboration, such as happy hours, celebrations, and the holiday party.
• Prepare meeting rooms and video conferencing equipment, assist visitors with any technology needs, and provide food & beverage if applicable.
• Prepare expense reports.
• Follow up with time sheets.
• Make travel arrangements.
• Schedule meetings and interviews. Update and maintain office calendars. 
• Maintain the storage database, coordinate items sent to/retrieved from storage.
• Assist management in a variety of business, administrative and operations projects as needed.

Qualifications

• Strong planning and organizing skills with attention to detail.
• Can-do, positive outlook, friendly, smart, reliable, mature, with calm demeanor.
• Creative thinker and problem solver.
• Strong verbal and written communication skills
• Excellent interpersonal and customer service skills
• Education and work experiences that demonstrate proficiency to perform the variety of responsibilities described.
• Proficiency with Microsoft Word, Excel, Outlook.
• Experience with Ajera a plus.
• Ability to move, unpack and store deliveries, breakdown boxes for recycling, lift up to 20 pounds.
• Fluency in English.
• Authorization to work in the U.S.

APPLICATION

Kindly submit your resume, plus cover letter applying your background and interests to this specific position.