Facilities Coordinator

September 12, 2024

Center For Toxicology and Environmental Health LLC

Little Rock

FULL TIME

The Facilities Coordinator will maintain efficient operation of the CTEH facilities by directing vendor contracts/agreements and ensuring all administrative activities are completed effectively and efficiently. This position requires excellent organizational, time management, and communication skills and the ability to effectively collaborate with multiple teams and remain flexible. The Facilities Coordinator will greet, assist, and provide directions and information to clients, visitors, and vendors within our buildings. The ideal candidate will enjoy the challenges of supporting a fast-paced office environment and will be able to work independently. This role also requires a knowledge of essential light maintenance tasks. This Facilities coordinator ensures that all facility operations run smoothly, supporting a productive and safe working environment.

ACTIVITIES/TASKS/SCOPE

Vendor and Contract Management:

Identify and liaise with vendors for various services including cleaning, maintenance, and repairs.
Oversee vendor performance to ensure service standards are met and address any service issues promptly.
Manage contracts and service agreements, including renewals and compliance with terms.
Coordinate and schedule vendor visits and service appointments.
Keep all vendor information updated in Carbon Facilities

Facilities Maintenance:

Perform routine maintenance tasks such as changing light bulbs, air filters, and other minor repairs.
Monitor facility systems and perform basic troubleshooting to ensure proper functionality.
Order and maintain necessary supplies and equipment for light maintenance tasks.
Ensures assigned equipment is in proper working order and available for use.
Maintains physical space, ensuring a safe, clean, and functional environment.

Facility Operations:

Conduct regular inspections of the facility to identify and address maintenance needs.
Ensure adherence to health and safety regulations and procedures.
Respond to facility-related service requests and emergencies in a timely manner.
Receives, manages, and processes work order requests; ensures problems are resolved quickly.
Acts as liaison between employees and any outside contractors needed to resolve specialized problems.
Participates on emergency preparedness planning team.
Responsible for the security, maintenance, and services of multiple facilities to ensure that they meet the needs of the organization and its employees.
Ensure cubicles and offices at HQ and Annex are cleaned and prepared when left vacant.
Assign cubicles and offices when required
Liaise with all departments regarding facility issues.
Ensure the security system for NLR is in working order and answer any afterhours alarms.

Administrative Duties:

Maintain accurate records of maintenance activities, vendor contracts, and service requests.
Prepare reports on facility operations and maintenance activities as required.
Assist in budget preparation and expense tracking for facility-related costs.
Drafts and implements preventive maintenance schedules for buildings and equipment.
Perform other duties as are assigned.

EDUCATION, EXPERIENCE, & CREDENTIALS

Education: High school diploma or equivalent; vocational training or certification in facilities management or a related field preferred.
Experience: 2+ years of experience in facilities management or a similar role, with a focus on vendor management and light maintenance tasks.
Advanced proficiency in a Windows-based platform with professional knowledge of Microsoft Office Suite (required).

KNOWLEDGE, SKILLS, & ABILITIES

Strong organizational and multitasking abilities.
Excellent communication and interpersonal skills.
Basic knowledge of electrical, plumbing, and HVAC systems.
Proficiency in using facility management software and Microsoft Office Suite.
Ability to work independently and as part of a team.
Able to establish and maintain effective working relationships.
Able to maintain confidentiality and the highest degree of professionalism.
Ability to work overtime as required and meet deadlines.
Critical thinking, interpersonal and problem-solving skills.
Strong analytical skills, detail-oriented and exceptional organizational and multitasking abilities.
Reliable and self-motivated.
Current driver’s license (required).

WORK ENVIRONMENT & PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sitting, standing, and walking.
Ability to lift items up to 50 pounds.
Bending, climbing, and stooping.
Comfortable working in both indoor and outdoor environments.
Long hours involving overtime and weekends as necessary.
Keyboarding/typing.
Ability to read effectively from a computer screen and/or a paper copy.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Works in an office environment and potentially travel to various sites.
Works in outdoor conditions as necessary for maintenance projects.
This job role requires 100% in-person attendance. Working remotely will only be considered on a case-by-case situation and is not guaranteed.