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POSITION SUMMARY: The Facilities Coordinator supports the Administrative Manager in the overall maintenance and facility support functions of the downtown Chicago office site. The Facilities Coordinator interfaces with building maintenance and management staff, and is responsible for the daily functioning of the location, as well as supporting operations of equipment and services contracted across all sites.

REPORTING RELATIONSHIPS: The Facilities Coordinator reports to the Administrative Manager. The Facilities Coordinator supervises the Administrative Assistant I.

MAJOR RESPONSIBILITIES AND KEY TASKS:

• Facility Maintenance
  • Ensure adequate processes and coverage for opening, closing, and securing the location daily.
  • Ensure adequate reception and switchboard coverage at location during business hours.
  • Ensure accuracy and operation of locations security system and voicemail greetings, in collaboration with Assistant Director of IT.
  • Responsible for maintaining ticketing system for facilities issues at location. Includes receiving requests, coordinating work to address, and notifying requestor when issue is resolved.
  • Interact with building maintenance and management staff regarding building related issues including heating, cooling, repairs, cleaning services, security, safety, office closures, materials disposal, and building approvals for modifications to utility systems, under the direction of the Administrative Manager.
  • Communicate facility-related information or issues to staff at location, in collaboration with Administrative Manager.
  • Manage the schedule for routine facility maintenance in collaboration with the Administrative Manager and building management company.
  • Make recommendations regarding equipment leases, operations, and maintenance agreements for equipment and services contracted across sites, as well as supplies and services for locations kitchens, office equipment, and facility operations. Includes training and support of administrative leaders on this equipment. May also include working with vendor quotes and assisting with contract development.
  • Responsible for coordinating the set-up and moving of staff offices, work spaces, and other shared spaces.
  • Conduct daily inspections of all areas of facility on both floors for conditions that may require attention or repair, and submit work requests to building maintenance or make other recommendations for handling needs, under the oversight of the Administrative Manager.
  • Directly responsible for the supplies, operation, upkeep, and cleanliness of common areas including meeting rooms, walkways, lobby, copier areas, lactation room, hotel spaces, kitchens, and refrigerators.
  • Oversee mail system processes for location and supports interoffice mail operations; oversees locations messenger system and Ounce-wide express shipping systems and vendor relations.
  • Maintain system of locations parking vouchers and Property Removal Passes.
  • Maintain and administer all location keys and security passes.
  • Schedule and conduct fire and weather related trainings and drills for location, in collaboration with Administrative Manager and building management company.
• Vendor Relations
  • Develop and maintain relationships with various vendors that provide facility related and equipment related services.
  • Responsible for monitoring facility work done by vendors and building maintenance staff. This may include conducting meetings with vendors or maintenance staff, developing work descriptions for POs, and securing replacement vendors as needed.
  • Assist city and state licensing officials with site visits related to facility inspections to ensure that licenses are maintained. Includes maintenance of business licenses for location.
• Cross Divisional Responsibilities
  • Facilitate the Ounce-wide Administration Workgroup, under the oversight of the Administrative Manager.
  • Make recommendations on Ounce-wide administrative policies and procedures, and update and maintain the organizations administrative manual, in collaboration with Administrative Manager.
  • Support and ensure training for administrative leaders at other locations on equipment and services contracted Ounce-wide.
  • Oversee archiving and shredding processes for all Chicago office locations.
  • Research and coordinate logistics for Ounce-wide events and/or meetings.
  • Coordinate and schedule all Ounce reservations for the 33 W Monroe buildings conference room.
• Other:
  • Work collaboratively in a team environment with other staff in the division, location, and OPF.
  • Coordinate support for appropriate work groups and Ounce events including booking of rooms, arranging furniture, ordering food, and set up and clean up.
  • Other duties as assigned that support the mission of the division.

EDUCATIONAL AND WORK EXPERIENCE REQUIRMENTS:

• Associates degree and 4 years experience in administrative/facility support capacity OR Bachelors Degree in Business or Facility Management
• Two years experience in a facilities/administrative support capacity with increasing responsibility

REQUIRED SKILLS/ABILITIES:

• Excellent verbal and written English communication skills.
• Ability to perform effectively under pressure.
• Proficient with Microsoft Office thorough understanding of Microsoft Outlook, Access, Excel, and PowerPoint, and ability to learn and master other computer technology/software as needed.
• Ability to type a minimum of 40 wpm.
• Ability to support multiple staff members and work in a team environment.
• Must be well-organized and detail-oriented.
• Ability to train staff one-on-one and in groups.
• Ability to carry out work assignments and follow through on assigned tasks with consistent accuracy and detail.
• Ability to maintain focus while working in a fast-paced environment.
• Demonstrated ability to work with diverse staff and external individuals.
• Able to process and protect and exercise discretion in handling confidential information and materials.
• Must have positive and professional attitude.
• Ability to work flexible hours and accept overtime as needed

ESSENTIAL JOB FUNCTIONS:

• Must be able to frequently lift and/or move up to 55 pounds (such as boxes of paper) at a time and have sufficient upper body strength to push a wheeled cart with hospitality items and building supplies; occasionally lift and/or move up to 100 lbs with assistance (such as office furniture) .
• Must be able to manually operate a computer and all office equipment.
• Must be able to move around the office to route internal and external communications and use office equipment.
• Finger dexterity sufficient for typing, filing, handling records, and other office equipment.
• Must be able to clearly hear and understand telephone conversations.
• Must be able to speak, read, and write in fluent English.
• Must be able to bend to access files and materials at floor level and use stool to reach materials on high shelving.
• Must be able to stand, stoop, and climb stairs.
• Must be able to work in and around mechanical, boiler, electrical areas that may be unclean and contain dust.

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