Facilities Coordinator

Description Our client in Downtown Pittsburgh (Market Square) is looking for a Facilities Coordinator for a contract only for 3-4 months. This candidate will train in person for a week and then become fully remote. This will be full time and hours could be 8-5 and/or 10-7. Must have a strong administrative background, good personality and to not be afraid to pick up a call. $20 Team player responsible for managing 3rd party vendor activity o Dispatching work orders to 3rd party contractorso Tracking the progress of the dispatched work order until completion Verifying completion through vendor communication Keeping team up to date on work order status Obtaining proposals from vendors when estimated work exceeds NTE (Not to Exceed amount) Coordination and communication of emergency work orderso Maintaining working relationship with PNC Property Managers as well as JLL team memberso Skillsets Computer skillset to operate work order system  Excellent communication – both verbally and written Proficient at Word and Excel work documents Organization and Prioritizing - will need to keep numerous work orders moving forward o Demonstrate proficient skills in all relevant software applications (including but not limited to, Microsoft Outlook, Excel, Word and other applications necessary to perform job responsibilities). o Maintain highest professional standards and attitude with PNC Property Managers, Vendors, Customers, and property management associates. o Demonstrate knowledge in all established policies and procedureso Timely and accurate dispatching of work orders - ensure emergency and HCAC work orders receive priority attention, from start to finish - goal is to dispatch all requested work orders the same day with the exception of those that arrive after hours or are received close to closing time for normal priority work orders Aging report Send out daily aging report when needed to do so follow-up information is concise and current keeps parties informed on status of emergency and other relevant work orders takes ownership of assigned regions, has developed good working relationship with all parties manages NTE rules and follows PNC approval process for work exceeding NTE, emergencies excluded provides organized approach to maintaining aging report works efficiently and effectively to close out work orders in a timely basis pursues requested quotes and provides accurate information o Keep dispatching log up to date and accurate - use consistent description for subtype and others we are tracking - (HVAC PMs, Backflow, Operational Loss, etc) o Has identified and implemented the best service provider for responsive, reliable and cost effective serviceo Adjust well to changing situations, works effectively under pressureo Volunteers to fill positions for missing team members As needed, provides coaching and training of new personnelRequirements Candidate must have experience in Administrative Assistance. Proficiency in managing Work Orders is required. Previous experience in a Dispatching role is necessary. Excellent Communication skills are essential. Knowledge of Real Estate Property/Facilities Mgt sector is preferred. Experience in providing guest services in a similar role is ideal. Strong organizational and multitasking abilities are a must. Ability to handle complaints and difficult situations in a professional manner. Proficiency in using property management software and tools is beneficial. Familiarity with laws and regulations in the property sector is desirable. Ability to work flexible hours, including evenings and weekends as per business needs. High school diploma or equivalent; Bachelor's degree in hospitality or related field is a plus. Robert Half is the world’s first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles.Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more.All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information.© 2024 Robert Half. An Equal Opportunity Employer. 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