SUMMARY:

This position is responsible assisting the Senior Director with creating and maintaining systems to improve the workflow, quality control, and data and inventory management of the department. The Operations Coordinator supports the work of Facilities staff, provides administrative support to the department and is responsible for complete and accurate records. In addition, the Operations Coordinator will prepare reports and assist in the facilitation of the flow of necessary paperwork through the program and in the promotion of the efficient function to the office.

DUTIES & RESPONSIBILITIES:

Responsible for the organization and data management of the Facilities department. Assist with the implementation and role out of new software, technology, and trainings. Communicate with tenants/clients and staff regarding service requests in a professional manner. Support the team during audits by tracking completion of pre-and post-inspection work orders. Track and follow-up on completion of service requests in the computerized work order system. Assist with the distribution of work orders to supervisors and staff. Prepare weekly and monthly reports regarding work order status and close outs. Answer the telephone and follow up on inquiries for Facilities and Property Management Departments. Assist in the management of files, review timesheets and vacation requests. Assist with the development and maintenance of digital records for all building services, filings, inspections, etc. Create calendar of required annual inspections, filings and permits and manage calendar to ensure completion. Assist with submission of annual filings, violation clearance, and other compliance duties. Liaise with vendors and collect bids for contracted work. Manage digital make ready board for unit turns. Provide support as necessary to the facilities clerk, whose primary duties are purchasing and work orders. Provide light technical support (i.e. basic training and troubleshooting) to supers, porters, and other facilities staff. Attend team meetings and prepare minutes. Available for overtime, as needed. Other duties as assigned.

EXPERIENCE, EDUCATION AND SPECIAL REQUIREMENTS:

Requires a high school degree and a minimum of two years experience in customer service or data entry. Prior experience working in a facilities or warehouse environment is a plus. The ideal candidate will be organized, data-driven, tech savvy, and have strong written communication skills. Strong computer skills are a must specifically Excel spreadsheets, Word, purchase and work order systems and Google docs. Familiarity with copiers, office records and filing are a plus. General knowledge of maintenance procedures is very helpful.