Operation Coordinator

Interacts with a diverse group of internal and external customers at all levels of the organization. Handles correspondence, file maintenance and management, meeting planning and scheduling including conference rooms, and report preparation.  Implements process enhancements and business initiatives.

 

Duties and Responsiblities:

• Handles administrative needs for Operations Director including but not limited to: emails, filing, faxing, copying, mail, expense reports, client directories, and overnight packages
• Organizes and executes special projects as needed
• Maintains Operations files and records
• Assists Managers with administrative and tracking support for special and capital projects
• Administers engineer department’s vacation schedule
• Maintains Department’s computer files for accuracy
• Creates and maintains distribution lists for employee/manager communications
• Creates summary for Leadership Team’s monthly corporate expenses (expense reports)
• Manages the distribution of new property Short Form Contacts and the reviews process of Short Form Contracts
• Processes and tracks project invoice payments
• Review New Vendor requests
• Manage Compliance of certificate of insurance requirements for vendors and third-party tenants
• Receive and process mail
• Maintains vendor/employee contact lists
• Develops and maintains effective working relationships with client leadership team, operational teams, landlords and tenants – with the overall objective of enhancing the business relationship with Atrium Health System;
• Establishes/maintains standardization and consistency with Facility Management practices across account for project management process, ensuring that LPC and Atrium Health System Policies and Procedures are being followed;
• Document/Track Break Fix & Capital OSRs as wells Task Orders for LPC managed projects, ensuring accuracy, approval, payment and etc. through duration of projects. approved, paid, and closed in a timely manner. Maintain Project Pipeline for Reporting Purposes.
• Assist with the Onboarding for New Employees (System Access Internally and with the Client)
• Coordinate other company and client initiatives upon request

 

Desired Competency, Experience and Skills:

• 3-5 years of relevant experience.
• Two to four year degree preferred.
• Proficient in Microsoft Office Suite (Excel, PPT, Word and Outlook)
• Detail oriented, strong interpersonal, organizational, and typing skills
• Understanding of property management preferred
• Ability to multi-task, prioritize and be self sufficient
• Must be customer orientated, professional and courteous with excellent phone etiquette

 

This position is 100% in-office. The role requires working in office during standard business hours. Remote work or telecommuting is not an option for this position.