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Job DescriptionJob Description
About Company:
Who We Are
For more than four decades, Frauenshuh has represented excellence in all facets of the commercial & healthcare real estate business. Long-term relationships, combined with industry leadership, financial depth and innovative tools deliver a comprehensive platform unlike any other in the commercial real estate industry. We have established a standard of professionalism and care for our clients and customers that is unparalleled in the industry.
Our Services
Understanding your real estate needs and determining the best solutions.
Corporate Real Estate Solutions
Development
Facility Building Services
Healthcare Real Estate Solutions
Leasing & Sales Brokerage
Project Management
Property & Asset Management
Together we create mutual, enduring value with purpose, people, profit & partners.
Frauenshuh offers many programs to help our people plan for the security of their health, wealth, and overall well-being. To that end, the company offers comprehensive healthcare options, encouragement for living a healthy life, training and actions to ensure safe work environments, and contributions to an employee’s efforts to save and invest for their future and that of their family.
About the Role:
The Facilities Coordinator plays a crucial role in ensuring the smooth operation and maintenance of the facilities within the hospitality, tourism, and recreation industry. This position is responsible for overseeing the day-to-day management of building maintenance, mailroom operations, and property management tasks. The Facilities Coordinator will work closely with various departments to ensure that all facilities are safe, functional, and welcoming for both staff and guests. By effectively managing resources and coordinating maintenance activities, this role directly contributes to enhancing the overall guest experience. Ultimately, the Facilities Coordinator is essential in creating an environment that supports the organization's mission and goals.
Minimum Qualifications:
High school diploma or equivalent.
Proven experience in facilities management or a related field.
Strong knowledge of building maintenance practices and property management.
Qualifications:
Associate's degree in facilities management, hospitality management, or a related field.
Experience with Microsoft Office programs, particularly Word and Excel.
Responsibilities:
Provide high level administrative support to the team. Works directly with the facility manager, assisting with a variety of duties, including, but not limited to:
• Compose type, format, and distribute reports and other correspondence
• Compose email messages, correspondence, and cancellations letters as requested
• Notify client related staff and tenants of vendors’ scheduled visits in advance
• Assist facility managers to schedule vendors’ onsite visits for all jobs/tasks
• Maintain calendar, scheduling meetings and appointments for vendors
• Assist facility manager with the preparation and distribution of financial reports to clients
• Provide significant assistance with the budgeting process and variance analysis
• Manage and provide assistance to the creation and execution of the lease process
• Direct vendor follow up and coordination with clients after performance of work
• Process and fulfill tenant requests for special or extra services
• Keep everyone on the team informed of all pertinent information
• Handle a variety of information and tasks throughout the day
• Perform miscellaneous activities and special projects as assigned
• Read and understand real estate related documents ()
• Process and track vendor invoices for manager approval
• Process monthly rent statements and submit to tenants as required
• Prepare service contracts as needed
• Receive, create, dispatch and track all incoming service requests using work order management system
• Maintain/track/update certificates of liability insurance for service vendors and tenants
• Handle a high volume of tenant and client requests/special projects
• Answer phone calls and vendor/client related questions
• Prepare and calculate annual CAM reconciliations
• Prepare, proofread, edit, and finalize incoming and outgoing documentation, emails and reports
• Stay informed of the client’s day-to-day needs and ongoing projects to ensure uninterrupted service when covering for the facility manager
Skills:
The required skills for this role, such as facility maintenance and property management, are utilized daily to ensure that all aspects of the facilities are functioning optimally. Proficiency in Microsoft Office programs is essential for creating reports and tracking maintenance schedules, allowing for effective communication and documentation. Experience with vendor management is critical for managing the flow of correspondence, ensuring that all communication is handled efficiently. Knowledge of building maintenance practices enables the Facilities Coordinator to identify issues proactively and coordinate timely repairs. Additionally, strong organizational and communication skills are vital for collaborating with various departments and external vendors to maintain a safe and welcoming environment. MRI, Workspeed and Nexus knowledge a plus.
About Company:
Who We Are
For more than four decades, Frauenshuh has represented excellence in all facets of the commercial & healthcare real estate business. Long-term relationships, combined with industry leadership, financial depth and innovative tools deliver a comprehensive platform unlike any other in the commercial real estate industry. We have established a standard of professionalism and care for our clients and customers that is unparalleled in the industry.
Our Services
Understanding your real estate needs and determining the best solutions.
Corporate Real Estate Solutions
Development
Facility Building Services
Healthcare Real Estate Solutions
Leasing & Sales Brokerage
Project Management
Property & Asset Management
Together we create mutual, enduring value with purpose, people, profit & partners.
Frauenshuh offers many programs to help our people plan for the security of their health, wealth, and overall well-being. To that end, the company offers comprehensive healthcare options, encouragement for living a healthy life, training and actions to ensure safe work environments, and contributions to an employee’s efforts to save and invest for their future and that of their family.
About the Role:
The Facilities Coordinator plays a crucial role in ensuring the smooth operation and maintenance of the facilities within the hospitality, tourism, and recreation industry. This position is responsible for overseeing the day-to-day management of building maintenance, mailroom operations, and property management tasks. The Facilities Coordinator will work closely with various departments to ensure that all facilities are safe, functional, and welcoming for both staff and guests. By effectively managing resources and coordinating maintenance activities, this role directly contributes to enhancing the overall guest experience. Ultimately, the Facilities Coordinator is essential in creating an environment that supports the organization's mission and goals.
Minimum Qualifications:
High school diploma or equivalent.
Proven experience in facilities management or a related field.
Strong knowledge of building maintenance practices and property management.
Qualifications:
Associate's degree in facilities management, hospitality management, or a related field.
Experience with Microsoft Office programs, particularly Word and Excel.
Responsibilities:
Provide high level administrative support to the team. Works directly with the facility manager, assisting with a variety of duties, including, but not limited to:
• Compose type, format, and distribute reports and other correspondence
• Compose email messages, correspondence, and cancellations letters as requested
• Notify client related staff and tenants of vendors’ scheduled visits in advance
• Assist facility managers to schedule vendors’ onsite visits for all jobs/tasks
• Maintain calendar, scheduling meetings and appointments for vendors
• Assist facility manager with the preparation and distribution of financial reports to clients
• Provide significant assistance with the budgeting process and variance analysis
• Manage and provide assistance to the creation and execution of the lease process
• Direct vendor follow up and coordination with clients after performance of work
• Process and fulfill tenant requests for special or extra services
• Keep everyone on the team informed of all pertinent information
• Handle a variety of information and tasks throughout the day
• Perform miscellaneous activities and special projects as assigned
• Read and understand real estate related documents ()
• Process and track vendor invoices for manager approval
• Process monthly rent statements and submit to tenants as required
• Prepare service contracts as needed
• Receive, create, dispatch and track all incoming service requests using work order management system
• Maintain/track/update certificates of liability insurance for service vendors and tenants
• Handle a high volume of tenant and client requests/special projects
• Answer phone calls and vendor/client related questions
• Prepare and calculate annual CAM reconciliations
• Prepare, proofread, edit, and finalize incoming and outgoing documentation, emails and reports
• Stay informed of the client’s day-to-day needs and ongoing projects to ensure uninterrupted service when covering for the facility manager
Skills:
The required skills for this role, such as facility maintenance and property management, are utilized daily to ensure that all aspects of the facilities are functioning optimally. Proficiency in Microsoft Office programs is essential for creating reports and tracking maintenance schedules, allowing for effective communication and documentation. Experience with vendor management is critical for managing the flow of correspondence, ensuring that all communication is handled efficiently. Knowledge of building maintenance practices enables the Facilities Coordinator to identify issues proactively and coordinate timely repairs. Additionally, strong organizational and communication skills are vital for collaborating with various departments and external vendors to maintain a safe and welcoming environment. MRI, Workspeed and Nexus knowledge a plus.