Senior Facilities & Leasing Coordinator - Hybrid

Description

Job Title: Senior Facilities & Leasing Coordinator

Reports to: Facilities Operations Manager

Work Schedule:  Full-Time office hours are generally M-F, 8:00 AM to 5:00 PM, with overtime as needed.  Some tasks/responsibilities may require after hours or occasional weekend work from home.

Employment Classification: Exempt, Salary

Status: Full-Time-The position is a hybrid role and does require the coordinator to be on-site at the office(s)

3-4 times per week.

Travel Required: Yes

Position Summary: 

The Senior Facilities & Leasing Coordinator is responsible for demonstrating knowledge and application of job duties within scope of practice and functions under the direction of the manager(s) and/or Director(s); respectfully interacts with all levels of staff; provides assistance, as needed, during assigned duty hours; participates in department activities; promotes independence; adherence to the attendance policy; encourages socialization; advocates for the quality of life of our patients while maintaining compliance with all applicable laws, regulatory and organizational standards; supports the company’s core values.

 Summary of Duties and Responsibilities:

·  Assist the Director & Manager with project management and full administrative support:

phone and email communications; distribution and filing of correspondence of important 

documents and vendor agreements; schedule and coordinate project meetings 

· Monitor, respond, and maintain a work order ticketing system in a timely, organized and 

informative manner

· Track expiring leases and vendor contracts; maintain and keep up-to-date records of service dates and invoices, expiration and anniversary dates, and transpose all records into 

Visual Lease and other record-keeping software in an organizational manner

· Initialize, transfer, and/or terminate all contracted monthly and annual services for new 

or acquired locations   

· Provide multiple cost comparisons for current assets and contracts using research tools

· Assist with the initiation, planning, execution, monitoring, Follow-up, and feedback stages of 

· renovations, new construction, contractor bids, and all large-scale, capital projects

· Assist with facility, building, and equipment maintenance and repairs with vendors, 

Contractors and service partners 

· Negotiate and compare agreement terms; prepare cost estimates with supportive 

documentation for review; audit and analyze cost efficiency for new and existing vendor 

agreements

· Organize and track preventative maintenance for all facilities and equipment, ensuring 

that the signage, lighting, heating, air conditioning, and ventilation systems are operating 

properly and minimize downtime of equipment. 

· Overseeing all vendor performance, ensuring clinical satisfaction of services, and 

compliance with contracted services including but not limited to: janitorial, medical 

waste, lawn care, snow removal, and pest control. 

· Maintain an organized and well-documented list with reference photos of the facility 

assets and capital expenses and corresponding photos for potential insurance 

claims or in the case of other unfortunate events

·  Assist with ordering, monitoring and controlling inventory and cost of supplies and 

equipment 

·  Intermittent local travel required 

· Perform other incidental and related duties as required 

Education, Prior Work Experience, Special Skill and Knowledge Requirements:

• College Degree 

• Facility & building operations, ability to read contracts, basic maintenance knowledge/experience preferred 

• Ability to organize, implement, and direct facilities maintenance operations and activities 

• Ability to stand, climb, stoop, kneel, reach, walk and lift as needed to perform job 

functions 

• Ability to lift, push, pull and/or carry up to 40 lbs., stand on a ladder and utilize hand tools as occasionally required 

• Intermediate to advanced computer skills preferred with Excel, SharePoint and Outlook

• Ability to effectively communicate both orally and written 

• Detail oriented and precise 

· Cellphone – this is used for onsite images and vendor communication

• Valid driver’s license (will need to be able to drive the work van) and reliable transportation required 

• Ability to work occasionally, with notice, as needed after hours/on weekends 

Physical Demands and Work Environment

Physical Demands 

An employee must meet the physical demands described here to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the physical demands. The employer retains the right to change or assign other duties to this position.

While performing the duties of this job, the employee is regularly required to prepare, inspect, place, detect or operate productivity machinery, such as a calculator, copy machine, computer, scanned faxes, and computer printer 

The employee is frequently required to remain stationary, move, ascend/descend. 

Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. 

Specific communication abilities required by this job include the ability to communicate and detect, converse with others, discern, convey, express oneself, and exchange information.

Work Environment 

The work environment characteristics described here represent those an employee may encounter while performing the essential functions of this job. Remote employee is not applicable to this environment. 

The noise level in the work environment is usually moderate; lighting is in the standard range. 

The employee is subject to infectious waste, potential exposure to allergens in concentrated forms, diseases, and conditions. 

This role operates primarily in an office environment but may require occasional travel for conferences, meetings, or client interactions. 

EEO Compliance:

Family Allergy & Asthma provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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