Description
Location: This resource will be 100 remote and can work any first shift schedule. From time to time the resource may need to travel with other teammates to an office site for new set up or decommissioning of an office space. This is less than 10.
What are the top 3 skills that would make this candidate successful in the role? Project Support Problem Solving Communication Skills and Technical Proficiency.
Job Title: Workplace Services Coordinator
Overview
As a Workplace Services Coordinator within the Corporate Facilities Department you will be pivotal in ensuring the seamless operation of our workplace environment. Your role will involve providing comprehensive administrative support to the facilities team contributing significantly to the overall productivity and functionality of our corporate facilities.
Responsibilities
Administrative Support:
- Manage office supplies and snacks inventory including ordering and restocking to ensure continuous availability across all locations within the portfolio.
- Handle incoming and outgoing correspondence promptly and professionally including mail emails and phone calls.
- Maintain accurate records and documentation related to facility operations such as maintenance schedules service contracts and vendor information.
- Prepare reports presentations and other documents as requested by the facilities management team.
- Assist in managing the Corporate Facilities Team and Invoice inbox.
Facilities Coordination
- Process purchase requisitions and generate purchase orders.
- Act as a liaison between the facilities department and internal/external stakeholders providing timely responses and assistance to inquiries and requests.
- Coordinate meeting room bookings equipment setup and catering arrangements for corporate events and meetings.
- Assist in coordinating office relocations renovations and other facility-related projects to minimize disruption to daily operations.
- Monitor and report maintenance issues or facility concerns to the appropriate personnel for resolution.
- Conduct regular inspections of the facility to identify and address safety hazards or compliance issues including completing 5S inspections as required.
- Support seating terminations and conduct seating audits to optimize workspace utilization.
- Perform property management audits for parking gym after-hours access and elevator access.
- Process Tenant COI requests and provide them to the property owners.
- Submit Estoppel requests to legal team for review.
- Submit NSR requests for new vendor set ups.
- Mange team trainings with updated invoice and/or vendor related information as needed.
Vendor Management
- Manage relationships with external vendors and service providers including scheduling services obtaining quotes and processing invoices.
- Coordinate vendor access to the facility ensuring compliance with company policies and procedures.
- Maintain project files and closeout documents to meet corporate retention requirements.
General Office Support
- Provide widespread support to our team members as needed.
- Assist with special projects and initiatives assigned by the facilities management team.
- Maintain confidentiality and discretion when managing sensitive information or confidential matters.
Qualifications
- High school diploma or equivalent additional certification or coursework in office administration or facilities management preferred.
- Proven experience in an administrative coordinator or office support role preferably within a corporate environment.
- Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines effectively.
- Excellent communication and people skills with the ability to interact professionally with individuals at all levels.
- Proficiency in Microsoft Office Suite Word Excel PowerPoint Outlook Service Now Nuvolo SharePoint Teams and other relevant software applications.
- Diligence and accuracy in data entry and record-keeping.
- Ability to work independently and collaboratively as part of a team.
- Knowledge of basic health and safety regulations and facility management practices desirable.
Working Conditions
- Occasional overtime may be required to meet project deadlines or address urgent matters.
- Occasional physical activity such as lifting or moving office supplies may be necessary.
- Travel may be required to support projects.
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Eligibility
requirements apply to some benefits and may depend on your job classification
and length of employment. Benefits are subject to change and may be subject to
specific elections, plan, or program terms. If eligible, the benefits
Available For This Temporary Role May Include The Following
dental & vision
Illness, Accident, and Hospital
Retirement Plan – Pre-tax and Roth post-tax contributions available
Insurance (Voluntary Life & AD&D for the employee and dependents)
and long-term disability
Spending Account (HSA)
Benefits
Assistance Program
Off/Leave (PTO, Vacation or Sick Leave)
Skills
project coordination
Experience Level
Entry Level
About TEKsystems
We're partners in transformation. We help clients activate ideas and solutions to take advantage of a new world of opportunity. We are a team of 80,000 strong, working with over 6,000 clients, including 80% of the Fortune 500, across North America, Europe and Asia. As an industry leader in Full-Stack Technology Services, Talent Services, and real-world application, we work with progressive leaders to drive change. That's the power of true partnership. TEKsystems is an Allegis Group company.
The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.