- High School Diploma or GED
- Computer Literacy
- Customer Service
- Clerical Experience
- Microsoft Office
The Real Estate Support Desk Admin Coordinator provides administrative and clerical support to Management and staff. ProcessES accounts payable vouchers and track departmental operating and capital expenditures. Responds to calls, electronic requests and walkup requests from users. Maintains a log and dispatches work request tickets for facilities support services via Archibus software system. Receives, tracks, and coordinates user requests for conference rooms. Generates status reports as required to support departmental operations. Maintains a safe attitude at work and behave in a safe manner to prevent accidents and injuries. Strictly adheres to all safe operating procedures as described by your supervisor and through safety training programs. Identifies and communicates possible corrective actions to eliminate or reduce safety hazards to your supervisor, the health and safety committee and/or occupational safety.
Provide clerical and administrative support to management team. To include, but not limited to the following activities: receive, log, track and dispatch work requests to the appropriate trade, utilizing the computer work order system, (Archibus). Process, logs and forward department’s invoices daily. Work with AP and vendors to resolve invoicing issues and request late invoices. Maintain PO logs by vendor name and PO number. Maintain current CER information on expenditure and issues report. Generate updates and compiles each day the daily, weekly and monthly work tickets and assigns to staff. Responsible for maintaining a file of vendor’s preventive maintenance contracts and requests for certificate renewals.
Maintain upkeeps and manages the following logs and services: update major projects list, Dept. calendar and work request logs for weekly meeting. Schedule and coordinate monthly departmental meetings. Perform the following: updates the departmental and vendor emergency contact list. Keep facilities drawings, product catalogues, and department files. Maintain current seating plans and departmental usage assignments in Archibus. Maintainsdatabase in Archibus. Work on special projects as directed. Assist Manager with project management functions by sourcing materials, developing specifications, obtaining pricing, expediting orders, coordinating/scheduling deliveries and installations, provide/arrange for vendor escorts and inspect final deliverables. Schedule meetings and make travel arrangements. Order office supplies for department and cafeteria Manager.
Maintain the Certificate of Insurance log and coordinates with the Treasury Dept. Information gathering and generation of departmental reports. Align facilities management activities which support strategic Corporate Sustainability programs. Work safely at all times by consistently following safe work procedures for your position, as well as all safety procedures required at your worksite. Promptly report all incidents and safety issues to your supervisor.
High school Diploma required.
3-5 years of office administration/clerical experience required.
Computer literacy and proficiency in Microsoft Office a must.
Must possess the aptitude to learn and become proficient in Archibus and other new software applications as required.
Must have strong orientation to Customer Service and possess superior telephone and problem resolution skills.
Must be able to effectively communicate with all levels of employees, both orally and in writing.
Must be self-motivated and customer service oriented.
Must be able to work with minimal supervision and work well in a fast-paced rapidly changing environment.
Must be flexible with regards to work schedule. Must be available for overtime and extended shift start and end hours to support operation. Weekend hours required to support the business.
Required to work from Thanksgiving to Christmas 7 days per week as needed.
Ability to read blueprints, specifications and maintenance manuals.
Ability to use Archibus software system (work ticket system).
Leadership skills to motivate and cultivate a team atmosphere.
Knowledge of Auto Cad a plus.