Facilities Coordinator

Job 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, 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 employees 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, working 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 cancellation letters as requested. Notify client-related staff and tenants of vendors scheduled visits in advance. Assist facility managers in scheduling 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 assistance with the budgeting process and variance analysis. Manage and assist in the creation and execution of the lease process. Coordinate vendor follow-up and communication with clients after work is performed. Process and fulfill tenant requests for special or extra services. Keep team members informed of all pertinent information. Handle various 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 a work order management system. Maintain, track, and update certificates of liability insurance for service vendors and tenants. Handle a high volume of tenant and client requests and special projects. Answer phone calls and respond to vendor/client questions. Prepare and calculate annual CAM reconciliations. Proofread, edit, and finalize incoming and outgoing documentation, emails, and reports. Stay informed of the clients daily 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 all aspects of the facilities are functioning optimally. Proficiency in Microsoft Office programs is essential for creating reports and tracking maintenance schedules, enabling effective communication and documentation. Experience with vendor management is critical for managing correspondence flow and ensuring efficient communication. Knowledge of building maintenance practices helps identify issues proactively and coordinate timely repairs. Strong organizational and communication skills are vital for collaborating across departments and external vendors to maintain a safe, welcoming environment. Knowledge of MRI, Workspeed, and Nexus is a plus. #J-18808-Ljbffr