Facilities Coordinator

In Shakopee, MN

OVERVIEW

The Facilities Coordinator performs a variety of facilities support functions for the company to ensure day-to-day operations function as seamlessly as possible. This position uses effective communication methods to support company goals and objectives while promoting cooperation and commitment within the team. The ideal candidate has a strong sense of confidentiality and ethical behavior.

RESPONSIBILITIES

  • Facilities Coordinator provides general facility support services for CyberPower facilities, including corporate office, warehouses, and company owned & managed corporate housing.
  • Respond to all facility inquiries & complaints; assess problems; and take the necessary corrective action in a timely manner.
  • Generate work orders and assign appropriate internal staff, property management, or third-party vendors; effectively documenting action taken for each request; following through each order to completion.
  • Remains knowledgeable regarding operational aspects of all CyberPower facilities’ building systems.
  • Perform general repairs as able that do not require a specialized technician, such as changing lightbulbs, replacing ceiling tiles, hanging whiteboards, etc.
  • Assists in the management of company kitchens and breakrooms.
  • Monitors and maintains cleaning services and schedules, communicating proactively to address cleaning requests, upcoming events, and other planned projects.
  • Keeps general use spaces organized, clean, pleasantly arranged, and welcoming; continuously monitors facilities, identifying areas of concern and taking the necessary corrective action in a timely manner to maintain building integrity and employee & visitor safety.
  • Provides a positive first impression to employees, customers, vendors, and visitors.
  • Coordinates related communications for the CyberPower facilities between various contractors/suppliers and staff.
  • Support project planning and execution for facilities initiatives as requested; maintaining up-to-date documentation and providing project status updates.
  • Facilitates and helps arrange maintenance for company owned vehicles.
  • Assists with on-site event setup and logistics as requested.
  • Manages assigned vendor relationships, maintaining up to date documentation on vendor contact information.
  • Verify job completion, final invoice pricing, and processes invoices for approval in a timely manner.
  • Research new vendors; requests, reviews, and recommend bids and proposals from vendors, ensuring pricing and bids remain competitive.
  • Inventory & Asset Management: order, receive, and organize the facilities consumables and supply inventory; frequently price comparing vendors; maintaining an organized and accurate inventory.
  • Maintain up-to-date documentation on all facilities equipment and assets.
  • Ensures all equipment preventative maintenance records are maintained and PMs are proactively scheduled.
  • Ensures safety standards are followed in all CyberPower facilities.
  • Serve as Program Administrator for assigned safety programs, participate in Safety Committee meetings, recommending improvements in methods and procedures as necessary.
  • Ensure AED, eyewash stations, fire extinguishers and other First Aid equipment and supplies are appropriately maintained.
  • Assists/leads special projects insuring completion or smooth transition of duties if necessary.
  • Assist with creating, following, maintaining, and updating standard operating procedures (SOPs) and manuals, recommending improvements in methods and procedures as necessary.
  • Assists with contracts and special project assignments from legal and human resources teams as needed.
  • Serves as backup on janitorial and reception duties as required.
  • Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
  • Work diplomatically and effectively across cross-functional teams.
  • Attendance is an essential function of this position.
  • Performing all other duties as assigned.

REQUIREMENTS

  • High School diploma or equivalent required: Associates or Bachelor degree preferred.
  • Minimum of two years’ experience required working in an office environment; 3-5 years facilities related support experience preferred.
  • Professional attire required.
  • Ability to use a computer and standard business and other work-related software with minimal instruction.
  • Proficient in Microsoft Office applications including Excel, Word, etc.
  • Ability to adapt to a changing environment; versatile, flexible, creative, and willing to work within constantly changing priorities with enthusiasm; innovative team player.
  • Demonstrated proactive approach to supporting people, identifying, and completing projects, and solving problems with the ability to follow directions with a positive attitude.
  • Ability to appropriately communicate professionally in writing and verbally with interpersonal communication skills to produce the desired results.
  • Proficient in prioritizing tasks to accomplish higher and lower priority responsibilities simultaneously to achieve all tasks/projects by deadlines with the willingness and initiative to volunteer to take on tasks that don’t fall directly into “the job description”.
  • Proactively looking ahead to see what tasks could be completed to make things efficient and effective; continuously seeking ways to have a greater impact on the organization.
  • Ability to effectively present information and respond timely to questions from internal and external customers which includes coworkers, managers, senior leadership, customers, regulatory agencies, and vendors.
  • Capable of reading and interpreting information, such as reports, general correspondence, and policy guidelines, with the ability to share with others as needed.
  • Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, fractions, and decimals.
  • Excellent time and organizational abilities with the ability to seek assistance in a professional manner while managing multiple and varied projects simultaneously with minimal supervision maintaining attention to details and appropriate follow through.
  • Capable of demonstrating an understanding of, and being sensitive to, a culturally diverse customer base.
  • Ability to maintain confidentiality and comply with professional ethics and standards.
  • Demonstrates ability to learn and apply newly acquired feedback, skills, knowledge, competencies, and information to enhance individual job performance and make recommendations to the department.
  • Excellent active listening, decision-making, team building and customer service abilities.
  • Strong sense of accountability, urgency, accuracy, and follow through.
  • Ability to work independently and as a contributing team member, self-motivating.
  • Ability to be at the office during assigned shift Monday through Friday on a consistent basis.

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job.

  • While performing these duties the person is regularly required to walk, stand, bend, climb stairs, kneel, or crouch and successfully demonstrate the ability to write or use a computer or other electronic devices and operate a variety of hand and power tools.
  • Employees in this position may need to regularly lift at least 5 lbs. and up to 50 pounds occasionally and may need to exert themselves while performing the above-mentioned duties.
  • Perform a variety of physical labor including climbing ladders, bending, kneeling, reaching, and standing for long periods of time. Also includes being able to lift boxes, tools, equipment, and materials.
  • Ability to drive a car and travel to worksites. Employees will be reimbursed mileage according to corporate reimbursement schedule if using a personal vehicle.
  • Reasonable accommodations will be made as needed to assure staff is safe. Assistance will be
    provided if an employee is unable to complete a task.

QUALIFICATIONS
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Ability to pass a Criminal Background Check.
  • Current driver’s license along with a good driving record and valid insurance.
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