Coordinator, Global Real Estate & Facilities

Job Description

Coordinator, Global Real Estate & Facilities

This position will work with 3 main functional teams across Real Estate & Facilities at Sony Pictures Entertainment; Facilities & Backlot Operations, Facilities & S3 (Security, Safety, Sustainability) Admin, Workspace Solutions (Americas region). The Coordinator will be expected to perform as a support function and be empowered to lead their efforts independently and in collaboration, situationally dependent. This role is intended to be a key team player who is open to learning and development, bringing solutions to the team to drive creativity and efficiencies, and drive strong communication and collaboration across teams. There will be opportunities across administration, facilities management, real estate, design & furniture, and construction.

Responsibility:

Administrative
• Scheduling meetings and managing calendars
• Expense reports
• Travel coordination
• Coordinating and distributing incoming & outgoing mail/packages (inclusive of furniture & design materials)
• Ordering office supplies
• Filing and archiving project files & documents (physical & digital)
• Request and manage Security clearance
• Maintain digital content, inclusive of (but not limited to) conference rooms on Sony Pictures internal platforms, Global Facilities SharePoint site, and existing or new content across multiple platforms such as Microsoft Teams, SharePoint, and OneDrive folders
• Creation and/or upkeep of conference room permissions
• Create and track internal approval documents, e.g., Fixed Asset Requests, Adhoc Approval Forms
• Document & meeting minute transcribing and distributing
• Project excel budget updating and tracking
• Credit card purchase orders and tracking; some purchase order creation & tracking and invoice processing support
• Tracking contract documents
• Administrative onboarding of new team members
• Data entry & management support, e.g., Archibus
• Ordering and reconciliation of online vendor furniture and facilities items
• Furniture & design coordination & support, e.g., furniture request fulfillment, furniture placement/disposition coordination, interior design support including furniture, finish, graphics selections and coordination.

Special Projects (includes but may not be limited to)
• Coordinating events, trainings, & vendor presentations
• Create and/or upkeep process & procedure documentation
• Create and/or upkeep templates & standards
• Research and deliver systems and process solutions to support team productivity & efficiency
• Client and team surveys
• Strategic Property Review
• Presentations
• Special events
• Digital conversions, e.g., consolidation & organization of e-files
Other duties
• Back-up to department Coordinators & Administrative Assistants
• Support to other Facilities team members

Education, Years of Experience, Specialized Knowledge or Skills Required:
• Previous experience in entertainment, facilities, design & architecture, furniture, construction, and/or real estate organization a plus.
• Ability to work in a fast-paced environments, stay cool under pressure.
• Flexible and adaptable change.
• Excellent organization skills demonstrating proactive approach.
• Strong inter-personal skills across all levels of management and ability to get along with others while working effectively is key.
• Must have excellent oral and written communication skills.
• Must know how to prioritize daily workflow and meet deadlines.
• Strong computer program skills with an aptitude to learn and teach new programs required.
• Must know how to use all Microsoft Office programs, inclusive of PowerPoint – proficiency with word processing, spreadsheets and presentation programs.
• Proficiency in InDesign, Bluebeam, AutoCAD, Adobe Illustrator and photoshop is a plus.
• Must be flexible and willing to work overtime when required.
• Ability to maintain confidentiality and follow directions without concern.
• Aptitude to discern when to ask for help and when to offer help.

* Sony Pictures - CA - Culver City Area & Studios

Jobcode: Reference SBJ-d21jn7-3-141-193-158-42 in your application.