<p>Job Summary</p> <p>The Facilities Coordinator will work closely with the Director of Engineering, to support all facilities activities. The Coordinator will serve as a central point for disseminating inter-departmental communication, and coordinate the flow of information externally and internally. The Facilities Coordinator will provide administrative support and facilities organization. Assist with managing office functions including: Work Order coordination, database management, daily office operations, coordination of budgeting/accounting systems, maintaining office records, knowledge of regulatory compliance for DOH, OSHA, DEP, NFPA, FDNY, DOB, emergency preparedness binder, Engineering policies & procedure and providing general support services for the divisional staff. Additionally, the Facilities Coordinator, under the supervision of the Director, the Coordinator will assist manage all outside contractors in support of the Facilities Department, including maintaining records and contracts, coordinating project activities, and providing scheduling support.</p> <p>Responsibilities:</p> <ul> <li>Provides various administrative duties across a range of technical functions utilizing strong computer skills and high level of aptitude with spreadsheets, organizational processes, budget analytics, certificates of insurance, contracts, energy reporting, data input, work task tracking, purchase requisitions, invoice filing and utilities consumption metrics. </li><li>Update emergency preparedness binder, Engineering policies & procedure, environmental care meetings. </li><li>Ordering parts and materials required for projects or building via purchase requisition process that may require setting up suppliers with Purchasing Dept., assist completing Non-Disclosure Agreement and filing, obtaining required insurance documents per executed contractual and filing, track all insurance documents on vendor created spreadsheet with amounts and expiration dates, contacting vendors for updates and Endorsements to match executed agreement requirements. </li><li>Administrative work tasks assigned are subject to prioritizations, additions, deletions and changes by manager as departmental initiatives are implemented. </li><li>Create various spreadsheets for tracking and metrics. </li><li>Develop power point presentations from data points provided. </li><li>Utilize Microsoft for Excel, Word, and Power point. </li><li>Project Investment Forms, project codes obtained from Finance and capital tax exemption forms filed. </li><li>Tracking contracts for expiration and alerting in advance for new negotiations. </li><li>Monthly budget reconciliation, purchase requisitions. Follow-up with Accounts payable and purchasing. </li><li>Obtaining training certificates from contractors, update spreadsheets and file for audit compliance. </li><li>Balance conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines. </li><li>Implement and monitor programs as directed by management, and see the programs through to completion. </li><li>Distribute incoming and outgoing correspondence via email, telephone, mail and etc. </li></ul> <p>Education & Experience</p> <p>Formal Education</p> <p>High School Diploma or equivalent</p> <p>Experience</p> <p>3 years</p>