Facilities Coordinator (Commercial Buildings)

Company Overview

Steiner Studios is an award-winning, state-of-the-art film and television production facility at the Brooklyn Navy Yard. Steiner Studios is one of the largest studios east of Los Angeles and at full buildout will be over 1.6 million square feet on 60 acres.

Description

The Facilities Coordinator will provide operational and administrative support to the Facilities Department for the Lot. The Facilities Coordinator will coordinate, maintain and enhance positive client and vendor relations. Responsibilities include but are not limited to the following:

• Receives and responds to client inquires and concerns. Provides necessary status reports to clients. Ensures timely and quality service delivery to clients. Follows up with clients to ensure satisfaction.
• Creates work orders and assists with assigning work orders to multiple technicians, subcontractors and vendors. Communicates work orders to technicians and assists management in resolving problems.
• Provides reports on open and closed work orders and checks status with the appropriate technician or vendor.
• Creates vendor files and checks accuracy on completed paperwork submitted by vendors.
• Maintains files on work orders, proposals, and department files.
• Ensures all vendors have a sufficient and current Certificate of Insurance (COI) on file.
• Trains vendors on work order and billing procedures. Processes invoices and ensures proper cost center coding.
• Manages Purchase Orders and Invoices and checks against contracts for accuracy.
• Answering the department help desk line, fielding client and staff requests via phone and routing calls to the appropriate team members, if necessary.
• Assists with the inspections on the Lot.
• Assists with janitorial and facility supply orders and inventory.
• Manages the department calendar and sends appropriate correspondence for onsite vendor visits.
• Assists with the key system – receives and logs all key requests from different operations departments, ensures keys are made (if necessary), distributes to appropriate operations department and tracks the return of keys.
• Ensures assigned equipment is in proper working order and available for use.
• General administrative duties (i.e. answering/transferring phone calls, copying, filing, and mailings.)
• Additional ad-hoc requests as needed.      

While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires standing, walking, bending, kneeling, stooping, crouching, crawling, and climbing. The employee must occasionally lift and/or move items over 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Qualifications

• Minimum 2 years of professional office experience
• Expertise with Microsoft 365 (Word, Excel, Outlook)
• Sweats the small stuff; strong attention to detail and accuracy, particularly when under pressure
• Excellent verbal and written communication skills
• Exceptional ability to organize tasks and excellent follow-through 
• Demonstrated ability to take initiative, anticipate needs and exercise sound judgment
• Demonstrated passion for learning new things and continuous improvement
• Experience working in hospitality/facility management/operations a plus
• Previous exposure to high profile clients and exercising discretion a plus

Company Benefits:

• Medical/Dental/Vision Insurance
• Life & AD&D Policy
• Short Term Disability
• Long Term Disability
• Critical Illness, Accident, Hospital Supplemental Insurance
• Retirement Savings Plan
• Vacation/sick/personal/holiday time

Compensation

Base Salary: $50,000 - $65,000/year

This range represents anticipated base salary range for this position, in addition to competitive benefits. We carefully assess and consider several factors with each candidate, including role-related knowledge, experience and skills. Compensation may vary based on these considerations.

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