Facilities Coordinator 23-00995 - Alura Workforce Solutions

Position
Facility Coordinator

Description

Answers phones, greets guests at front desk, performs general office duties and various other Human Resources assignments. Is the main contact for all facility maintenance vendors.

1. Answers calls on the main handset or iPhone within 3 rings and directs calls to appropriate locations.
2. Greets employee's, visitors, and vendors at the front desk and directs to the right department or contact and answers general questions. Assure all visitors sign log at front desk.
3. Monitors door security entry systems and buzzes people into the building and ensures that all visitors log in and out.
4. Creates badges for regular and temporary employees.
5. Track monthly parking log and distribute parking passes. Assure log is given to HR for payroll processing in a timely manner.
6. Completes monthly OIG/SAM Excel reports for Compliance.
7. Sends out introductory e-mail of new employees to all staff.
8. Human Resources/Facilities:
   1. Completes assigned HR projects and maintains strict confidentiality of all information.
   2. Create fliers for company events as requested by HR Director.
   3. Is the lead contact for all Maintenance vendors.
   4. Obtains vendor quotes for large projects
   5. Keeps current contact list of contractors and providers servicing facilities including security, janitorial, parking, cleaning, and maintenance of the office buildings.
   6. Assists Human Resources Director to ensure that basic facilities such as water, lighting, and heating and air, are well maintained.
   7. Performs some light maintenance duties that don't require specific certificates/licensure.
   8. Logs maintenance requests and informs HR Director when there is sufficient work to justify a service call.
   9. Assists HR Director with all mandated safety inspections (fire drill, fire extinguisher, evacuation drills, etc.).

 

1. Supplies:
   1. Places monthly office supply order and manages distribution of received items.
   2. Bi-weekly takes inventory of supply cabinets to monitor usage/waste.
   3. Keeps an inventory record of all cleaning supplies and ensures inventory is stored securely and monitors utilization to assure adequate inventory at all times. Reports any suspected missing or wasted items.
2. Assistance to CEO and CFO:
   1. Performs administrative functions as requested by the CEO and CFO including but not limited to:
      1. send intra-office communications
      2. schedule appointments
      3. creating PowerPoint slides and templates as requested
      4. filing and maintaining required paperwork
3. Gatekeeper for all keys and responsible for managing the lockbox and ensuring spare keys checked out are returned. Maintain list of all keys.
4. Adheres to payroll policies and properly uses timekeeping system with minimal manual changes.
5. Maintains regular and consistent attendance.
6. Adheres to Compliance Plan and HIPAA regulations.

Requirements

• High school graduate or equivalent
• Willing to go up and down the floors delivering items and letting manager know if things need to be fixed/ordered.  In addition, our elevators are periodically down  so the person needs to be able to walk up and down 4 flights of stairs.
• 1 year experience as Front Office/Receptionist and working in a Customer Service position
• Experience with facility maintenance highly preferred
• Experience working in a highly confidential, fast-paced environment
• Familiarity with office machines, i.e., copier, fax, and other office equipment

Additional Information

LOA- ASAP start
On Site position

INDH