Facilities Coordinator

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• Position Overview

The Facilities Coordinator III will work closely with the Facilities Department Management staff to support various facilities activities and help align the Facilities Coordinator roles, activities and processes across multiple sites.

This role will provide administrative support to the Facilities Department, manage office functions including work order coordination, customer and vendor communications, database management, daily department operations, maintaining department records and providing general support services for the departmental staff.

Additionally, the Facilities Coordinator III, under the supervision of the Facilities Services Manager, will assist in managing outside contractors in support of the Facilities Department, including maintaining records and service contracts, coordinating project activities, and providing scheduling support and providing a continuous improvement framework for long term improvement.

Responsibilities

• Assist the Facilities Department in all aspects of project implementation and execution as required.
• Support the Facilities Department in managing external contacts and relationships across multiple sites.
• Assist with auditing vendor performance to ensure compliance with contract terms and scope of work.
• Provide operational support for facilities across all company locations.
• Represent the Facilities Department on occasion in inter-departmental meetings to foster collaboration between sites.
• Coordinate activities and schedules for multiple Facilities Coordinators to ensure efficient workflow.
• Support all site facilities activities and site leads with procurement and contract activities.
• Support the company Sustainability program in designated locations.
• Organize and maintain department files, records and communications for designated facilities.
• Deliver clear, timely and professional communications to internal and external stakeholders.
• Research and propose solutions for unique facilities-related requests at assigned locations.
• Demonstrate proficiency in general business practices and effectively prioritize competing tasks.
• Demonstrate independence and ability to be self-starter with a positive attitude and above average organizational skills.
• Adaptable, open to change, able to work in ambiguous situations and respond to new information and unexpected circumstances required.
• Position requires strong attention to detail and accuracy and the ability to translate verbal instructions and information to the written format, asking clarifying questions as needed.
• Ability to maintain strict confidentiality with sensitive data.
• Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork.
• Support and comply with the company’s Quality Management System policies and procedures.
• Maintain regular and reliable attendance.
• Ability to act with an inclusion mindset and model these behaviors for the organization.
• Ability to use and wear safety protective gear/equipment (e. g. safety glasses, lab coat, gloves, respirator, etc.) and follow safety guidelines.
• Ability to frequently and accurately communicate with employees, customers, and vendors in person, via the telephone or by email.
• Ability to work designated schedule, as well as nights and/or weekends as needed.
• Ability to work overtime, as needed.
• Ability to work on a mobile device, tablet, or in front of a computer screen and/or perform typing for approximately 90% of a typical working day.
• Ability to work seated for approximately 50% of a typical working day. Ability to work standing for approximately 50% of a typical working day.
• Ability and means to travel 20% between local locations.
• Minimum Qualifications
• Associate’s degree in business or related to the essential duties of the role and 5+ years of facilities or maintenance activities coordination; or 8+ years of facilities or maintenance activities coordination.
• Strong organizational skills including file management, invoice management and receipts, and service report review and acceptance.
• Strong proficiency in Microsoft Office programs, such as: Word, Excel, Power Point, Teams, and Outlook.
• Familiarity with ERP and documentation systems such as SAP, and Agile.
• Experience working with various Computerized Maintenance Management Software (CMMS) or computerized workflow management tools.
• Demonstrated ability to perform the Essential Duties of the position with or without accommodation.
• Applicants must be currently authorized to work in country where work will be performed on a full or part-time basis.

We are unable to sponsor or take over sponsorship of employment visas at this time.

• Preferred Qualifications
• Bachelor’s degree in business or related to the essential duties of the role.
• Experience working in program management tools such as Procore, MS Project, Smartsheets.
• Experience working with contract and vendor management software such as Coupa.
• Experience evaluating vendor performance for contract execution and continuous improvement.
• Experience in regulated environment, e. g., ISO 13485, and ISO 15189
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