Overview:
The Facilities Coordinator provides assistance to the facility management team to ensure successful service delivery of the client facility needs. Directly supports the facility management team with on-going facility and team related responsibilities.

Responsibilities:

• Provide general overall facility management services, including continuous monitoring of office/facility.
• Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery.
• Follow up with clients to ensure customer satisfaction.
• Respond to all facility inquiries and complaints, assess problems and take the necessary corrective action.
• Remain knowledgeable regarding all operational aspects of building systems.
• Coordinate with outside contractors for the service and repairs of equipment.
• Follow protocol for effective building-specific maintenance and safety procedures.
• Maintain on-going communication with contractors, client, and team.
• Assist with site inspection within the assigned building portfolio.
• Create work orders and assign work orders to the engineering staff, subcontractors, and vendors.
• Report on open and closed work orders and check the status of open work orders with the assigned party.
• Request, review, and submit work orders, bids, and proposals from vendors.
• Assist in the monitoring and assessment of vendor performance.
• Manage service and performance of vendors and landlords for timely completion of jobs.
• Create and record appropriate written communication between all parties.
• Schedule and document maintenance and repairs on building equipment.
• Communicate frequently with client, landlords, and vendors to resolve issues and provide project status updates.
• Provide process and procedures training and direction to new associates Setting up/ requesting badge, new hire welcome kit and new hire welcome email in coordination with hiring managerCoordinate special events in support of client (town halls, customer meetings, office events, etc.) finding conference room space, catering, technology support, event coordination/ project management, etc.
• Provide facilities helpdesk services on behalf of the client(s) and monitor internal/external workflow for all facilities cases to ensure consistent quality of service and work product.
• Oversee daily office operations to ensure efficiency and smooth workflow.
• Manage office supplies, inventory and vendor relationships.
• Manage conference room booking/ IT issues and concerns.
• Greeting and managing visitors.
• Manage mailroom/ packages that get delivered to the office.
• Manage systems for all office functions.
• Prepare weekly newsletter, digital signage and office Distribution List for office communication.
• Manage office/ team Distribution List.

IMPORTANT EDUCATION:

• High school diploma or a General Equivalency Diploma (GED) required.
• Associates or Bachelors degree in facilities management, building, business or other related field preferred.

IMPORTANT EXPERIENCE:

• A minimum of 1 year of work experience in an administrative, accounting or tenant services capacity.
• Experience with data entry, expansive reporting, filing, answering phones, scheduling and communications.
• Previous customer service experience.
• Prior experience working in the facilities/property management, commercial real estate or professional services industries preferred.

ADDITIONAL ELIGIBILITY QUALIFICATIONS:

• Working knowledge of lease terms, the reconciliation process for Common Area Maintenance, insurance, and real estate taxes.
• Proficient in understanding management agreements and contract language.
• Working knowledge of computer software programs and base building systems.
• Computer proficiency with Microsoft Office Suite (MS Word, Excel and PowerPoint).
• Demonstrated ability to exercise good judgment.
• Excellent interpersonal skills.
• Ability to work a flexible schedule as needed, including but not limited to overnight travel, on call after hours and weekends.

OTHER DUTIES:

• This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice.
  >:
  Our Company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Credit Reporting Act, and all other applicable laws, including but not limited to, San Francisco Police Code Sections 4901-4919, commonly referred to as the San Francisco Fair Chance Ordinance; and Chapter XVII, Article 9 of the Los Angeles Municipal Code, commonly referred to as the Fair Chance Initiative for Hiring Ordinance.
  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability status.
  PepsiCo is an Equal Opportunity Employer: Female / Minority / Disability / Protected Veteran / Sexual Orientation / Gender Identity.
  If you’d like more information about your EEO rights as an applicant under the law, please download the available EEO is the Law & EEO is the Law Supplement documents. View PepsiCo EEO Policy.
  Please view our Pay Transparency Statement

Responsibilities:

• Provide general overall facility management services, including continuous monitoring of office/facility.
• Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery.
• Follow up with clients to ensure customer satisfaction.
• Respond to all facility inquiries and complaints, assess problems and take the necessary corrective action.
• Remain knowledgeable regarding all operational aspects of building systems.
• Coordinate with outside contractors for the service and repairs of equipment.
• Follow protocol for effective building-specific maintenance and safety procedures.
• Maintain on-going communication with contractors, client, and team.
• Assist with site inspection within the assigned building portfolio.
• Create work orders and assign work orders to the engineering staff, subcontractors, and vendors.
• Report on open and closed work orders and check the status of open work orders with the assigned party.
• Request, review, and submit work orders, bids, and proposals from vendors.
• Assist in the monitoring and assessment of vendor performance.
• Manage service and performance of vendors and landlords for timely completion of jobs.
• Create and record appropriate written communication between all parties.
• Schedule and document maintenance and repairs on building equipment.
• Communicate frequently with client, landlords, and vendors to resolve issues and provide project status updates.
• Provide process and procedures training and direction to new associates Setting up/ requesting badge, new hire welcome kit and new hire welcome email in coordination with hiring managerCoordinate special events in support of client (town halls, customer meetings, office events, etc.) finding conference room space, catering, technology support, event coordination/ project management, etc.
• Provide facilities helpdesk services on behalf of the client(s) and monitor internal/external workflow for all facilities cases to ensure consistent quality of service and work product.
• Oversee daily office operations to ensure efficiency and smooth workflow.
• Manage office supplies, inventory and vendor relationships.
• Manage conference room booking/ IT issues and concerns.
• Greeting and managing visitors.
• Manage mailroom/ packages that get delivered to the office.
• Manage systems for all office functions.
• Prepare weekly newsletter, digital signage and office Distribution List for office communication.
• Manage office/ team Distribution List