Facilities Coordinator at Exact Sciences

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At Exact Sciences, we’re helping change how the world prevents, detects and guides treatment for cancer. We give patients and clinicians the clarity needed to make confident decisions when they matter most. Join our team to find a purpose-driven career, an inclusive culture, and robust benefits to support your life while you’re working to help others.

Position Overview

The Facilities Coordinator will work closely with the Facilities Department to support all facilities activities. The Facilities Coordinator will be the first point of contact for internal and external customers seeking support and information from the Facilities Department at Exact Sciences and Exact Sciences Laboratories. 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, under the supervision of the Facilities 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.

Essential Duties

Include, but are not limited to, the following:

• Assist the Facilities Department in all aspects of project implementation as needed.
• Support the Facilities Department with external contacts as needed.
• Assist with auditing vendor performance against contract terms or scope of work.
• Represent the Facilities Department on occasion in inter-departmental meetings to support and facilitate collaborations between departments.
• Coordinate Facilities activities and schedules.
• Evaluate vendors, maintain, and update vendor information, including contacts, pricing, lead times and services provided.
• Achieve cost savings through negotiations and vendor diversity while maintaining product quality and delivery standards.
• Support the company Sustainability program.
• Setup, maintain and organize department files, information, filing and messages.
• Assist Facilities in locating and purchasing parts, supplies and materials.
• Provide concise and timely communications to internal and external customers.
• Code incoming Facilities’ invoices, checking for accuracy and validity.
• Provide administrative support to the Facilities Department.
• Work within the facilities side of the CMMS system, including receiving work requests, and entering system data including service reports, certifications, and other pertinent vendor data.
• Assist with data acquisition and complete updates and changes within CAFM software.
• Research and propose solutions to unique Facilities requests.
• Create, track, and adjust Facilities based metrics.
• Complete additional responsibilities as assigned.
• Must be flexible to changing department needs and must be willing to adjust work schedule as required to meet departmental and company objectives.
• Demonstrate good verbal and written communication skills and customer service oriented with professional interpersonal skills.
• Demonstrate creative problem-solving abilities.
• Requires the use of judgment in the analysis of facts and circumstances surrounding individual problems and transactions and in the determination of actions to be taken within the limits of standard or accepted practice.
• Demonstrate proficiency in general business procedures and capable of prioritizing workflow.
• Demonstrate independence and ability to be self-starter with 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.
• 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.
• Availability to support multiple facilities.
• The ability to work confidentially.
• 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.
• Ability to work 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 Exact Sciences locations.

Minimum Qualifications

• High School Diploma or General Education Degree (GED).
• 3+ years of customer service focused experience.
• Strong computer skills to include internet navigation and email usage.
• Strong proficiency in Microsoft Office programs, such as: Word, Excel, PowerPoint, Outlook, SAP, and Agile.
• Demonstrated ability to perform the Essential Duties of the position with or without accommodation.
• Authorization to work in the United States without sponsorship.

Preferred Qualifications

• Associate’s Degree in business or related to the essential duties of the role.
• Previous experience in working in a Facilities department.
• Experience working with maintenance management software or computerized workflow management tools.
• Possession of a valid driver’s license; no suspended, revoked, surrendered, invalid, etc. allowed. 
• No more than two moving violations, events, or accidents within the last 36 months. 
• No alcohol or drug event in which a vehicle was driven by the candidate or employee, including but not limited to Blood Alcohol Content (BAC) failure, refusal to submit to alcohol or drug test, alcohol related suspension, etc. in the last 36 months.
• No other results from the Motor Vehicle Report (MVR) check that exposes Exact Sciences to what Exact Sciences deems to be an unacceptable level of liability. 
• Experience in regulated environment, e.g., ISO 13485, FDA GMP, or USDA.

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Salary Range:

$58,000.00 - $92,000.00

 

The annual base salary shown is for this position located in US - CA - Redwood City on a full-time basis. In addition, this position is bonus eligible, and is eligible to be considered for company stock at hire and on an annual basis.

Exact Sciences is proud to offer an employee experience that includes paid time off (including days for vacation, holidays, volunteering, and personal time), paid leave for parents and caregivers, a retirement savings plan, wellness support, and health benefits including medical, prescription drug, dental, and vision coverage. Learn more about our benefits.

Our success relies on the experiences and perspectives of a diverse team, and Exact Sciences fosters a culture where all employees can develop personally and professionally with a sense of respect and belonging. If you require an accommodation, please contact us here.

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We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to age, color, creed, disability, gender identity, national origin, protected veteran status, race, religion, sex, sexual orientation, and any other status protected by applicable local, state, or federal law. Any applicant or employee may request to view applicable portions of the company’s affirmative action program.

To view the Right to Work, E-Verify Employer, and Pay Transparency notices and Federal, Federal Contractor, and State employment law posters, visit our compliance hub. The documents summarize important details of the law and provide key points that you have a right to know.