Facilities Coordinator

PRIMARY OBJECTIVES/JOB SUMMARY

As part of the property management/real estate team, you will ensure that all locations are fully supported in running a smooth operation. Every day will bring new opportunities to be a hero. You’ll support the company fleet that is a combination of owned and leased vehicles. You will also function as an intermediary between our managers, vendors, and accounting team.

KEY RESPONSIBILITIES:

• Fleet Management:
  1. Manage list of vehicles, assigned drivers, & locations
  2. Working within 3rd party portal for title transfers
  3. vehicle registrations
  4. toll management
  5. tag distribution
  6. leased vehicle tracking and invoice management

• Coordinate maintenance efforts with outside contractors and technicians in collaboration with General Manager. Includes requesting and comparing estimates; managing deliverables; new vendor setup and payment tracking

• Assist with the planning and scheduling of maintenance and repair projects.
• Work with Procurement to ensure addition of newly purchased vehicles to tracking

• Prepare work orders and reports

• Interface with General Manager of locations to assess their needs and provide regular feedback.
• 24/7 emergency call support and site attendance is required
• Follow established escalation procedures and incident reporting procedures
• Support the Property Manager in the implementation of short and long-term projects for individual collision repair locations.
• Other duties as assigned

Note: Key areas of responsibility of this position are described under the heading below. They may be subject to change at any time due to reasonable accommodations or managements’ rights to reassign duties and responsibilities of this job at any time.

ESSENTIAL RESPONSIBLITIES/JOB FUNCTION

• Be a business partner to all Operations leaders

• Communicate effectively and professionally with vendors regarding materials, quotes, scheduling, delivery, etc

• Demonstrate strong collaboration and teamwork
• An understanding of vendor management, facility project management
• Strong attention to detail/accuracy
• Ability to communicate in high, fast-paced environment
• Outstanding customer service including following up on emails, phone calls, etc.
• Knowledgeable using all Office 365 products especially Excel

BEHAVIORS/COMPETENCIES

• Integrity
  1. Ensure Company Policy, Procedures and Values are adhered to.
  2. Respect and accountability at every level and every interaction.
• Customer Service!!!!
  1. Provide the highest level of customer service while building customer satisfaction and retention. EVERY. TIME.
• Innovation
  1. Develops and displays innovative approaches and ideas to our business.
• Teamwork
  1. Contributes to building a positive team spirit.
  2. Supports everyone’s efforts to succeed.

EDUCATION AND/OR EXPERIENCE

• High School diploma preferred

BASIC SKILLS

• Ability to ensure attention to detail
• Ability to read and interpret work orders, estimates, and operating and maintenance instructions
• Ability to write routine reports and correspondence
• Ability to speak effectively before groups of employees
• Ability to handle difficult conversations professionally