Position Summary:
As a Facility Coordinator, your pivotal role is integral to maintaining the seamless day-to-day facility operation. This position demands a blend of inventory, facilities, communication, calendar coordination, and organizational skills, underscored by a profound commitment to advancing the organization's core mission and activities.
Key Responsibilities:
Facilities
- Ensure the proper functioning of facilities, including daily shutdowns.
- Conduct daily inspections (check list) of the office building and properties.
- Coordinate appointments for maintenance and repairs with service vendors.
- Monitor and ensure services are provided as requested.
- Track expenses related to the services provided.
- Maintain an up-to-date office floor plan.
- Perform daily inspections of the cleaning services received.
- Ensure the facility is conducive to daily work activities.
- Schedule occasional deep cleaning sessions with vendors as needed.
- Perform cleaning duties as necessary.
- Implement and oversee maintenance and cleaning rounds throughout the facility, including the kitchen, restrooms, lobby, etc.
- Ensure that the facility environment meets appropriate standards.
- Responsible for maintaining flora and decorative elements within the facility.
Meeting space
- Prepare meeting materials and nibbles, as well as photocopying and organizing audiovisual equipment, before all administrative activities.
- Ensure that the facilities are in optimal condition for all endeavors.
- Assist the programmatic coordinator in organizing program events, coordinating multimedia equipment, resources, and preparing facilities.
Calendar Coordinator
- Oversee the administration calendar to ensure the preparedness of organizational meeting spaces.
- Coordinate the scheduling, preparation, and distribution of documents for meetings and committees, following administrative direction.
Storage and Inventory Duties:
- Oversee administrative storage areas.
- Manage and track inventory levels, including ordering, receiving, and maintaining appropriate stock levels while minimizing excess office and facility supplies.
- Assist in maintaining an up-to-date office supply inventory and create requisitions as needed.
- Ensure timely replenishment of office and facility supplies as required.
- Manage property inventory.
Office Support:
- Assist with reception chores, such as organizing and distributing things and communications.
- Welcome and accommodate both internal and external visitors.
- Wake notes during meetings and prepare documents for distribution as required.
- Prepare communications to alert personnel as needed.
- Coordinate pickups for events, including travel arrangements, equipment procurement, catering services, and other essential tasks.
Vendor and Supplier Support:
- Coordinate with vendors and suppliers to ensure timely delivery and services.
- Identify materials and goods to acquire and prepare the purchasing requisitions.
Reporting:
- Provide monthly written and spoken reports on facility maintenance, space utilization, inventories, vendor costs, and facility enhancements.
Documentation:
- Maintain records and documentation related to operational activities and inventory.
Administrative Support:
- Assist in processing and submitting bills for payment in accordance with internal procedures.
- Assist with administrative responsibilities pertaining to HR, operations, and internal controls.
- Contribute to reports on operational, administrative, and other pertinent concerns.
- Handle clerical duties such as copying, mailing, scanning, and emailing as needed.
Other:
- Performs other related duties as assigned.
Supervisory Responsibilities:
The employee has no personnel supervisory responsibilities. The employee must interact with people at all hierarchical levels of the organization. The employee receives minimal supervision.
Required Skills/Abilities:
- Highly organized to manage multiple tasks, schedules, and resources efficiently.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and basic office equipment.
- Strong communication skills, both written and verbal.
- Ability to work independently, and collaboratively as part of a team.
- Ability to adapt to changing priorities and work in a fast-paced environment is crucial.
- Attention to detail to ensure accuracy in inventory management and compliance with quality standards.
- Customer service-oriented with a professional demeanor.
- Discretion and ability to handle sensitive information with confidentiality.
Education and Experience:
- An associate degree or BA degree; additional education
- Previous experience in a similar role, particularly in operations, logistics, or supply chain management, is often preferred.
. El Grupo Nexos Inc. (GN), una organización privada, sin fines de lucro, que ofrece servicios innovadores e interdisciplinarios para promover la salud y el bienestar comunitario.
GRUPO NEXOS ES UN PATRONO CON IGUALDAD DE OPORTUNIDAD EN EL EMPLEO. ALIENTA A LA DIVERSIDAD E INCLUSION DE GENERO A POSTULARSE
Job Type: Contract
Pay: $18.00 - $20.00 per hour
Expected hours: 30 – 40 per week
Experience level:
Work setting:
Experience:
- Maintenance: 1 year (Preferred)
License/Certification:
- Driver's License (Preferred)
Ability to Commute:
- San Juan, PR 00920 (Preferred)
Ability to Relocate:
- San Juan, PR 00920: Relocate before starting work (Required)
Work Location: In person