Job Description
Facilities Coordinator
Department: General Services (GEN)
Employment Type: Full Time
Location: San Antonio
This position is responsible for coordinating Facility management and services. Responsibilities will include coordination of facility maintenance and repair requests, including janitorial and various service providers. This position will also be responsible for providing a wide range of clerical / administrative, records retention and research support for the Facilities Department and the Vice President of General Services. These tasks include but are not limited to operating PC programs i.e. spreadsheets, word processing and others; coding invoices for payment; creating and maintaining file systems; ordering supplies; and providing relief for the Training Center and Support Services Director of First Impressions.
The incumbent in this position is expected to model the following practices daily: 1) Demonstrate alignment with the company's mission and core business values; 2) Collaborate with key internal/external resources; 3) Participate in ongoing self-development.
Essential Functions
- Models, promotes, reinforces, and rewards the consistent use of HOLT’s Values Based Leadership (VBL) tools, models, and processes to ensure alignment with our Vision, Values, and Mission
- Maintain consistent, accurate, current records, reports, coding, legal documents, and support for the Facility Department
- Provide consistent, accurate and timely administrative support for the General Services department(s) in order to contribute to the department objectives
- Operate PC equipment with efficiency and accuracy to create various reports, documents and spreadsheets for department needs
- Provide accurate and timely coordination of information, paperwork and filing to ensure the department operates efficiently
- Maintain and issue purchase orders for the department with accuracy and timeliness as needed
- Answer and disseminate incoming phone calls in a courteous, professional and timely manner to ensure satisfaction of both internal and external customers
- Coordinate facility administrative activities with facility management and service providers
- Requires regular and punctual employee attendance
- Works safely at all times and adheres to all applicable safety policies; complies with all company policies, procedures, and standards
- Performs other duties as assigned
Knowledge, Skills, and Abilities
- Ability to actively listen, gather information, understand customer issues/needs
- Proficiency with MS Office (Word, Excel, Outlook, and PowerPoint); ability to produce information in spreadsheets, documents, forms, tables, and presentations
- Effective organizational, multi-tasking, and prioritizing skills in a fast-paced environment
- Strong interpersonal skills that facilitate prompt and constructive solutions
- Excellent organization, time management and leadership skills
- Strong communication skills, both written and verbal
- Strong organization skills, detailed-oriented, and ability to work on multiple projects
- Ability to effectively present information and respond to questions from managers, coworkers, and customers (internal and external)
- Ability to manage both day-to-day operations, as well as project work in a fast- paced, complex environment
- Ability to work independently and as part of a team
- Consulting and influencing abilities; ability to resolve conflicts, and gain cooperation among competing interest groups
Requirements
Education and Experience:
- High School diploma or equivalent is required
- Up to two years of administrative and staff support experience preferred
- Experience in record and account keeping preferred
- Experience in dispatching and scheduling work orders preferred
Supervisory Responsibilities:
None
Travel:
Physical Requirements:
- This position involves extended periods in a stationary position; additionally, occasional movement inside the office to access office machinery, file cabinets, etc.
- This role frequently communicates with others, must be able to exchange accurate information in these situations
- This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines
Work Environment:
- This job is generally performed in a professional office environment in environmentally controlled conditions
- This job is generally performed in a professional office; in environmentally controlled conditions, operating computer, manual dexterity, talking, hearing, and repetitive motion
- Frequently works fast-pace with unscheduled interruptions
Disclaimer:
Please note that the above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not to be interpreted as an exhaustive list of all responsibilities, duties, and skills required of the incumbents so classified. All incumbents may be required to perform duties outside of their normal responsibilities, as needed.
