Facilities Coordinator (East Coast)

InSite Property Group is seeking a Facilities Coordinator, based on the East Coast, who will help coordinate the repairs and maintenance of SecureSpace's growing portfolio of self-storage facilities.

Objective:

InSite PG is rapidly growing its self-storage brand, SecureSpace, and is seeking a proactive Facilities Coordinator eager to grow with the company. The Candidate will report to the Director of Facilities and help resolve facility onboarding, repairs, and maintenance issues by developing a scope of work, procuring vendors, tracking work orders, coordinating schedules, managing preventive maintenance, updating tracking systems, and performing ad-hoc duties as needed. The Facilities Management team is a hands-on culture, and the Candidate is expected to participate and lead-by-example. This entails performing minor repairs and work orders during site walks, while training Store Managers on basic maintenance and upkeep. A successful candidate must be comfortable with multi-tasking and a high volume of work orders. Furthermore, the candidate would ensure seamless communication with Store Teams and cross-functional relations with operations, capex, development, acquisitions, and accounting teams.

Facilities Coordinator Responsibilities:

• Developing scope of works for repairs, maintenance, and capital expenditures
• Researching and contacting potential vendors to obtain and review quotes and contracts
• Tracking, updating, and following through on work orders in Yardi Facility Manager
• Onboarding new facilities with inspection schedules, preventative maintenance, seasonal maintenance, utilities, telecom, and vendor call sheets
• Organizing, procuring, onboarding, and maintaining vendor lists and relationships
• Monitoring and managing preventative maintenance, seasonal maintenance, and inspection schedules
• Proactively coordinating and following up with vendors and Store Teams on scheduled works, satisfactory completion, and issue resolution
• Managing vendor invoices and liaising with Accounting on any invoice and billing issues
• Assisting the Director of Facilities Management with other ad hoc coordination projects and tasks
• Assisting in producing deferred maintenance plans and budgets
• Routinely travelling to facilities to conduct site inspections, perform construction punch walks, and meet vendors
• Updating and maintaining tracking spreadsheets and Dropbox file repositories
• Providing updates and facility reports through email, One Note, spreadsheets, and other means as necessary
• Monitoring budget usage and responsibly allocating financial resources while seeking ways to reduce costs
• Performing minor repairs while on site walks to quickly remedy issues
• Training and educating store managers on how to maintain their facilities

Other Functions:

• Must be willing to travel to other company sites as necessary up to 50% of time
• Must be able to work extended hours and weekends as needed
• Other duties as assigned

Facilities Coordinator Skills and Experience:

• At least 4 years' experience in the facilities field
• Knowledge, understanding, and compliance with all applicable Federal, State, and Local laws and regulations relating to job duties
• Strong attention to detail and organizational skills
• Highly developed communication skills, both written and verbal
• Computer skills include the ability to utilize Office Suite, including Word, Excel, and PowerPoint, along with G Suite apps such as Gmail, Google Sheets, and Google Docs
• Experience in using Yardi Facility Manager or similar management systems
• Excellent communication and interpersonal skills, including the ability to speak with all levels of employees, customers, vendors, and team members
• Great time management, organization, and prioritization abilities
• Keen attention to detail and efficient problem-solving skills
• Willingness to be hands on and perform minor repairs and fixes
• Ability to adapt to changes in the work environment, manage multiple projects, and perform efficiently in a fast-paced environment
• Ability to multi-task and process high volume of work orders
• Responsive to internal and external stakeholders
• Prioritizes tasks by importance and deadline. Discerns what is crucial from what is just urgent. Adjusts priorities as situations change
• Easily transitions between tasks and picks up where left off when interrupted
• Questions and counters others' proposals without damaging relationships
• Experience in Real Estate Facilities Management in general is a requirement
• Self-Storage experience is a plus

Reporting Hierarchy:

• Reports to the Director of Facilities Management
• Part of the Facilities Management Team
• Will need to still liaise with the Operations Team and Asset Management Team

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Prolonged periods of walking around commercial facilities
• Ability to climb a ladder
• Perform minor repairs

Facilities Coordinator Location:

• Remote, in Philadelphia, New York City, New Jersey, or Maryland (the areas where our stores are located)
• Up to 50% travel required to facilities in East Coast states and Texas

Salary Range:

• $62,000 to $74,000

InSite provides equal employment opportunities to all employees and applicants for employment andprohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

InSite Property Group complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact Human Resources, InSite Property Group.