Facilities Coordinator
hace 23 días
Albany
Job Description At The Rosenblum Companies, better spaces don't run themselves. Behind every well-maintained building is a team of professionals who keep operations organized, vendors coordinated, systems running smoothly, and tenants supported. We’re seeking an organized and service-minded Facilities Coordinator to support the operations of our growing portfolio. This is an integral part of our Building Maintenance and Property management teams, ensuring our buildings, systems, vendors and operational processes run efficiently. About us: The Rosenblum Companies is one of the Capital District’s largest fully integrated real estate development and management companies. Our portfolio encompasses over 1.7 million square feet of award-winning properties. We’re proud to have been named Developer of the Year in 2024 and one of Albany’s “Best Places to Work” and Times Union’s “Top Workplaces!” Major Accountabilities • Contract Management, • Maintain accurate and current records of property management related vendor contracts, service agreements, warranties, proposals and other contractual documentation, • Maintain a centralized contract tracking system, including terms, service scope, property coverage, pricing, expirations dates and renewal requirements., • Assist the facilities team in obtaining proposals, bids, contract documents and coordinating contract execution., • Maintain vendor Certificate of Insurance (COI) records and other required compliance documentation., • Financial Administration & Reporting, • Provide administrative support on repair and maintenance (R&M) and capital expenditures., • Maintain budget tracking tools and assist in monitoring actual expenditures against approved budget., • Assist with invoice review by verifying appropriate property, account, or other required information prior to approval., • Building Management Systems Administration, • Serve as the primary administrative support resource for Building Management Systems (BMS) and related facilities technology, • Monitor system notifications, alarms, and other identified conditions and appropriately route or escalate issues to the Facilities Manager, Building Engineers, Property Managers, or vendors., • Assist with entering and maintaining equipment, preventative maintenance, inspection, and other facilities information within applicable systems., • Develop working knowledge of property technology and building systems sufficient to provide effective administrative and first-level user support., • Standard Operating Procedures and Quality, • Assist the Building Engineering team in developing, documenting, implementing, and maintaining facilities Standard Operating Procedures (SOPs)., • Maintain a centralized and organized library of current facilities procedures, forms, checklists, inspection standards, emergency information, and other operational documentation., • Maintain equipment inventories, asset records, warranties, service histories, and other critical building information., • Track key facilities metrics, including preventative maintenance completion, overdue tasks, inspections, work orders, recurring repairs, and other performance measures, • Positive First Impressions, • Front desk coverage for all business hours; coordinate team coverage during breaks and time off., • Ensure that helpful customer service is consistently provided in accordance with service protocols and company core values., • Professionally greet and direct calls and visitors. Other General Duties and Expectations • Provide exceptional customer service through positive interactions with teammates, customers, tenants, visitors, and vendors in person and via telephone, email, and tenant portal., • Provide general administrative support to managers within the Property Management department. Assist in defining and documenting service needs and new departmental processes as they arise to help maintain consistency and clarity., • Maintain confidentiality when working with contract, financial information, building information and other sensitive records., • Schedule and coordinate departmental meetings and trainings., • Assist with corporate team meetings and events., • Provide backup support to administrative/business operations team., • Perform other additional duties as assigned based on company needs. Knowledge, Skills, & Abilities • Knowledge of customer service standards and procedures with ability to provide efficient, timely, reliable, and courteous service to internal customers., • Strong interpersonal and communication skills and ability to work effectively with a diverse community., • Strong attention to detail, organization, and time management skills, with the ability to prioritize multiple tasks seamlessly. Use task/workflow management system to track open items and due dates., • Collect, interpret, and/or analyze data and information. Ability to solve practical problems and deal with a variety of concrete variables in situations where some standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or schedule form., • Must be able to speak, read, write, and understand the primary language(s) used in the workplace, bilingual skills a plus. Ability to read, analyze, and interpret general business information, including but not limited to Company policies and procedures. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public., • Ability to calculate basic figures and amounts such as totals, averages, percentages, fractions, etc., using calculators and basic Excel formulas. Minimum Job Requirements • 1-2 years of experience in an administrative support or customer facing role required, experience in real estate and/or property management preferred., • Associates’ Degree required; relevant experience may substitute for degree., • Proven ability to build and maintain quality relationships with tenants, vendors, and team members., • Ability to work with sensitive files and maintain confidentiality., • Exceptional computer literacy, including proficiency with common business software (e.g., Outlook, Word, Excel), basic setup and troubleshooting of technology problems, and ability to learn new software/systems such as cloud portal, maintenance, and communication tools. Working Conditions & Physical Effort The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • While performing the duties of this job, the employee may be required to engage in physical activity including bending, transporting, reaching, operating a computer, phone, and communicating efficiently. The ability to remain in a stationary position as needed, potentially for prolonged periods, is required., • Ability to move and position equipment weighing up to 25-50 pounds, independently or with assistance, and to work off ladders on an occasional basis., • Local travel to our properties is required; as such, an unrestricted driver’s license is required., • Work is typically done indoors in an office environment with low to moderate noise levels requiring the individual to moderate the volume of speech and devices.
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