Coordinator, Facilities - Wilshire

Job Description

Position Summary:

The Coordinator Facilities will assist the Facilities Director and Reception teams with day-to-day operations across the Santa Monica office. This role includes reception duties and general administration responsibilities to assist the Facilities Director in the smooth running of the office sites to an exceptional standard.

Key Responsibilities:
• General day-to-day facilities support at the office.
• Assist Reception with distribution of incoming post and packages to staff.
• Calling vendors to set up appointments, retrieve quotes and invoices. Keeping track of receipts and invoices and sending them to appropriate employees.
• Office mapping and updating the seating chart.
• Keeping track of and updating the extension list.
• Handling incoming and outgoing office equipment and assisting with shipment of equipment to employees.
• Organizing Facilities Director's calendar, scheduling meetings and calls.
• Assist with office cost reductions. Research for price comparisons of orders being made for the office.
• Tracking of office supplies and working closely with the receptionist to order and restock.
• Assist with arrivals for screenings/large meetings during working hours.
• Help reception prepare and clear meeting rooms after meetings, including prearranging refreshments, and redressing the room.
• Process invoices and add them to online purchase order system.
• Assist with planning of company events, from large holidays to smaller in house events.
• Keeping track of visiting employees and administering the health screening questionnaire as it relates to Covid 19 procedures.
• Liaise with the IT manager/support analysts for any office related IT problems.
• Draft correspondence and emails to be sent to higher ups and office at large.
• Other duties as assigned by the Facilities Director.

Key Competencies:
• Exceptional customer services skills
• Solid communication skills, both written and verbal
• Excellent time management and organizational skills
• Ability to multi-task in a busy environment
• Ability to prioritize with changing workloads
• Flexibility and adaptability
• Team player
• Enthusiastic and highly motivated

Jobcode: Reference SBJ-d2qq3m-18-219-22-169-42 in your application.