Facility Services Coordinator

DEPARTMENT:     Operations/Maintenance/Administration

JOB TITLE:            Facility Services Coordinator

REPORTS TO:        Director of Operations

FLSA:                    Salary, Exempt

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POSITION SUMMARY

Under the supervision of the Director of Operations: Types correspondence, performs administrative tasks such as filing, taking messages, collecting and reporting statistics, manages the set-up and breakdown of event-related utility service orders, and manages the ASM HRCC’s ALTUM systems for the coordination and recordkeeping of all building repairs and services.  

MAJOR RESPONSIBILITIES

• Creates and maintains spreadsheet databases for purchase orders and requisitions.
• Generates purchase requisitions and follows-up along the approval process.
• Facilitates the ordering of all back-of-house supplies once requisitions are approved.
• Oversees facility inbound orders to ensure accuracy and supply/order receipt.
• Follows up on any projects as directed by the Director of Operations.
• Assists with preparation for OSHA and ASM reports.
• Manages the set-up and breakdown of event related utility service order desks.  Includes verifying vendors’ needs during and prior to events to coordinate the ordering process.
• Places follow-up phone calls and/or emails to provide confirmation of payments for services.
• Builds rapport with clients by ensuring information on bill of sale is accurately recorded into spreadsheet/database.
• Assists with attending to the Reception desk and phone and console coverage as backup during the Receptionist’s lunch, time-off, and as needed.
• Maintains department bulletin boards and assists with the planning & execution of facility internal functions for team members.
• Creates work orders by inputting accurate data into the HRCC’s ALTUM and updates the work orders regularly to guarantee up-to-date information is recorded.
• Coordinates and schedules facility repairs and inspections and makes sure all details are recorded accurately and timely into the ALTUM management system.
• Coordinates the event-related internet needs with external partners for implementation.
• Responsible for the monthly reporting of all building utilities to include electricity, natural gas, water/sanitation, trash/recycling, and other items as requested.
• Analyzes and develops alternative solutions for operational projects, procedures, elements.
• Assists in the implementation of facility rules/regulations as they relate to policy.
• All other duties/responsibilities as assigned to assist with the function of the Convention Center.

WORKING CONDITIONS

Fast paced, multifunctional office environment where a professional business attitude and appearance is required. 

KNOWLEDGE, SKILLS & ABILITIES

• A Bachelor’s Degree in Business Administration or a similar field – or – the equivalent combination of education and experience.
• One to two years of professional business office experience.
• Ability to type at 45 WPM with few errors.
• Ability to work extended and/or irregular hours including nights, weekends, and holidays.
• Ability to operate a desktop PC and laptop computers, calculators, fax machines, copiers and other office equipment.
• Comfortable with generating and maintaining documents with Microsoft Word, Excel and other MS Office software.
• Ability to work productively and independently with little to moderate supervision to fulfill tasks and meet deadlines.
• Must be detailed-oriented with the ability to make rational decisions.
• Must possess excellent interpersonal, oral and written communication skills.
• Must be a team-player with the ability to get along with others.
• Must be able to speak, read and write English fluently.

This description portrays in general terms the type and levels of work performed and is not intended to be all-inclusive or to represent specific duties of any one incumbent. The knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training. Legends Global is an Equal Opportunity Employer M/W/V/D.

1610 Coliseum Drive ● Hampton, Virginia 23666 ● www.thehrcc.com ● info@thehrcc.com

757-315-1610 ● 757-315-1612 (Fax) ● 866-484-HRCC (4722) (Toll Free)