The purpose of this position is to provide assistance to Facility Management team in completion of multiple functions of building operations and maintenance for a facility, campus or portfolio of buildings.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Oversees and/or coordinates maintenance/repair work assignments performed by technicians, vendors and contractors performing building maintenance, and janitorial work. Responds to client inquires and complaints. Ensures timely and quality service delivery to clients. Follows up with clients to ensure customer satisfaction. Performs facilities inspections and prepares reports. May coordinate and manage move, add and change activities. Assists in the preparation of operating and capital budgets. Manages vendor relationships and trains vendors on work order and billing procedures. Processes invoices and ensures proper cost center coding. Reviews periodic reports including financials, and explains variances. Works with finance team to correct errors. Uses pc and/or PDA for work order system, email, ESS, process and procedure training. May coordinate and manage move, add and change activities. Prepare/submit purchase order requisitions on Coupa. Work with FMs and Sourcing team on vendor onboarding and Global Resource Management System (GRMS) compliance. Vendor changes are to be processed and all paperwork to be sent to CBRE Procurement Manager for needed approvals and GWS set ups. Vendor additions to be filled out and sent to CBRE Procurement Manager to review. Review tracker for vendor elimination, if required. Review GRMS fails and non-submittals on tracker and follow up with vendors. Work with HSE to support as a learning administrator for the account. Train to be myLearning Administrator. Work with myLearning SME team leader as appropriate. Generate monthly reports from MyLearning tracking due and overdue training. Collect site specific training records, report monthly to NA HSE Manager. Working with NA HSE Manager, become familiar with and RedVector training content (FM and Multicraft training programs). Work monthly with the sites health and safety team. Keep updated meeting minutes regarding issues around the sites that need corrective action. Manage Bloor company store operations, including monthly accounting reports. Order and stock shelves. Management of site audio and video technology used for large meetings and monthly town hall events. Complete monthly preventive maintenance work on site and perform corrective actions if required. Update weekly site messages electronic board. Liaison with Landlord and host monthly meetings. Other duties may be assigned.
Formal supervisory responsibilities in this position: Facility coordinator reports directly to AFM. Matrix manager of mail services clerk and security guard.
May provide informal assistance such as technical guidance and/or training to coworkers.
Coordinate work and assign tasks.
EDUCATION and EXPERIENCE
High school diploma or general education degree (GED). Minimum of four years of related progressive experience and/or training.
CERTIFICATES and/or LICENSES
Facility Management certification is desired. Driver's license may be required.
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor. Ability to effectively present information to an internal department and/or large groups of employees.
Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.
Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.
OTHER SKILLS and ABILITIES
Intermediate skills with Microsoft Office Suite, Outlook, and intranet/internet. Ability to use work order system.
SCOPE OF RESPONSIBILITY
Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.
Location/Region: Ames, IA