Facilities Coordinator

Basic Function

Reporting to the Senior Director, Engineering, the Facilities Coordinator provides support to the engineering team for scheduling labor, work orders, preventative maintenance and purchasing. This position will also be responsible for inventory of parts, managing budget tracker and creating other required reports.

Responsibilities

Support the facility with the day-to-day operations of the building including but not limited to life-safety/first aid program, alarm systems and general maintenance.

Prepare daily staff work schedules and weekly labor schedules

Maintains files on work orders, proposals, and department files. Creates vendor files and checks accuracy on completed paperwork submitted by vendors. Trains vendors on work orders and billing procedures.

Handle inquiries from vendors regarding payments, setting up new vendors, coordinating delivery schedules, directing drop-offs, etc.

Create spreadsheets and reports for facility-related expenses and equipment as requested

Assign work orders to technicians, subcontractors and vendors. Communicate work orders to technicians and assist in resolving problems.

Provide reports on open and closed work orders and check status with the appropriate technician or vendor. Perform daily facility checks and quarterly inspections

Order maintenance supplies, schedule check-ups, direct and accompany technicians

Show and engineering support as needed

Available to be on call as a backup to the Chief, Engineer.

Other duties as assigned.

Ideal Experience

High School diploma or GED equivalent required

Excellent communication skills in English verbally and written

Minimum of 2 years of related experience

Intermediate knowledge of Microsoft Outlook and Microsoft Office (Word, Excel and PowerPoint).

Previous experience working with an engineering, facilities or technical team

Must have working knowledge of maintenance practices

Administrative ability

Experience with CMMS software a plus

Demonstrated ability to coordinate multiple tasks effectively and efficiently.

Experience working in an office setting

Must be able to work a flexible work schedule including nights, weekends, and some holidays

Desired Qualifications

Associates or Bachelor’s Degree in relevant field

Bilingual (English/Spanish)

Personal Characteristics

The Facilities Coordinator should have:

Strong problem solving and analytical skills

The ability to multitask and work well under pressure

Diplomatic, discreet

Action-oriented; a doer

Affable, easy to get to know

Determined and persistent

Highly energetic

Dedicated to accomplishing the organization’s goals

Physical Demands

While performing the duties of this position, the employee is frequently required to stop, reach, stand, walk, lift, pull, push, grasp, communicate, and use repetitive motions.

While performing the duties of this position, the employee may frequently lift and or move 50 pounds of materials.

While performing the duties of this position, the employee may frequently climb and work from a ladder or lift and/or work in confined spaces.

The position requires the individual to meet multiple demands from multiple people and interact with the public and other staff.

Note: The above job description is intended to describe the general nature and level of work being performed by staff assigned to this job. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of staff in this position. Duties, responsibilities, and skills are also subject to change based on the changing needs of the job, department, or organization. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the Adrienne Arsht Center as the requirements of the job change.

Suggestions for candidates and expressions of interest should be addressed to:

The Adrienne Arsht Center is an equal opportunity employer committed to being an inclusive workplace and strongly believes in the importance of having a diverse group of individuals represented both onstage and off.