Career Opportunity
Role Title
Facilities Coordinator
Purpose of role
Reporting to the Facilities Manager, the Facilities Coordinator serves as a key point of contact for employees, vendors and building management. This role is responsible for providing general day-to-day administrative support to the facilities team including handling facilities requests, processing invoices, conducting access and parking audits, communicating with employees and vendors, and any other duties as assigned.
Job Description
Key Responsibilities
- Monitor the facilities mailbox, triage inquiries and respond to requests within assigned accountability
- Conduct regular reviews of Facilities Hub content and update as needed
- Ensure facilities documents, databases, manuals, and processes are current and relevant
- Communicate with vendors regarding services and supplies
- Prepare vendor invoices for processing
- Correspond with building management team regarding tenant-related items
- Draft communication for facilities-related matters
- Manage, coordinate, organize, and schedule physical moves
- Maintain up-to-date and accurate floor plans
- Support the Facilities Administrator with occupancy reports
- Conduct quarterly parking audit
- Review and action health and safety requests and manage supply inventory as needed
- Act as backup to the Facilities Technician and Facilities Administrator
- Assist with other administrative tasks and support facilities projects as needed
Key Qualifications
- Post-Secondary education in business administration or related field
- Two or more years of administrative experience, preferably with a focus on Facilities Management
- Proficiency in MS Office 365 (Word, PowerPoint, Advanced Excel)
- Strong problem-solving skills
- Excellent verbal and written communication skills, including strong spelling, drafting, proofreading, punctuation and grammar skills
- Detail-oriented and ability to work in a deadline-oriented environment
- Excellent time management and organizational skills, with the ability to multi-task and prioritize work effectively
- Ability to exercise discretion when dealing with confidential data
- Excellent communication and interpersonal skills, with the ability to interact with staff and contacts at all levels of the organization, as well as external vendors
- Self-starter, forward-thinking and flexible in adjusting to changing work priorities
- Professional with an excellent work ethic and a positive, get-it-done attitude
- Ability to take initiative and investigate issues requiring resolution to execute assigned tasks
- Capable of working independently and as part of a team
- Flexible with working various hours to support moves and projects as needed
Equal Opportunity Employment and Inclusion – at Foresters Financial, we are committed to sustaining an equal opportunity environment for all job applicants. We embrace Inclusion, Diversity and Equity (IDE) as a core strategic objective for building strong, innovative teams in which all our employees can show up wholly and authentically as themselves.
Foresters Financial strives to provide an accessible candidate experience for prospective employees with different abilities. If you anticipate needing any type of accommodations during the recruitment process, please email accommodations@foresters.com in advance of your appointment.
Thank you for choosing Foresters. Only those candidates who will be selected for further consideration will be contacted by our Talent Acquisition Team.
