FACILITIES COORDINATOR

Job Summary

As a member of the Global Real Estate & Facilities Team, the Facilities Coordinator is responsible for ensuring that buildings and services meet the needs of the people that work in them. The Facilities Coordinator be accountable for ensuring that the services such as cleaning, maintenance and repairs, both interior and exterior, are in suitable condition to work. Work closely with the engineering team to ensure all repairs and maintenance are done to the satisfaction of the client.

On the front lines of day-to-day operations and facilities support. Acting as the “Face of the Team” - communication, quality assurance, problem solving and helping your GRF partners understand how our buildings are being used and how successful our services are being delivered are your primary objectives.

Responsible of 3 or more buildings on campus, as a portion of SAP’s Palo Alto location.

While this position will not have direct control over facility operations or budgets, you will act in a quality control capacity ensuring that our workspace is in acceptable condition. As the Facilities Coordinator, you would partner with others within the GRF team to provide the best work environment possible to attract and retain SAP’s talent. This position will assist with a variety of other related areas including facility operations, employee services, events, security, safety, sustainability, small project management or space reconfigurations, and the supervision of vendors brought on to execute these projects of our ever expanding/evolving offices.

Essential Duties and Responsibilities:

Responsible for ownership of entire facility in respective zone, overseeing 100,000- 200,00 SF

Managing vendor relationships and holding onsite vendors accountable

Responsibilities:

Identifying, obtaining quotes, managing all vendors providing workplace-related services, monitoring performance and quality level

Serve as the primary department contact for clients’ campus population, evaluating the user request and delivering the optimal solution

Regularly perform zone walk-throughs to identify existing building issues and coordinate to resolve the issue.

Manage small-scale projects and workspace reconfigurations in the zone for jobs up to $100k

Oversee client programs as required Liaison for campus-wide mass communications,

Responsible for notifying users of any potential disruption in their workday

Keep employees informed about new and existing client programs, service enhancements and building maintenance and construction projects

Facility Management includes, but is not limited to:

Development of facility standards, policies and procedures, scheduling, management of vendor contracts, building audits, and training

Safety and Security duties include, but are not limited to:

Ensuring safety and security for the facility, liaison with the security team, emergency response plans, compliance with all local regulatory requirements

Purchasing and Reporting duties include, but are not limited to:

Managing and tracking various quotes and invoicing, maintaining service reports and accomplishments. Perform any additional tasks appointed by the Resident Regional Manager, Unit Director,and/or Operations Manager

Qualifications

• Bachelor’s Degree preferred, minimum of some college. In lieu of degree, 2 years of relevant experience
• 2 years of service experience with an emphasis on facilities, corporate services, property management, events/hospitality or equivalent office management experience
• Demonstrated ability to handle multiple requests and work in a fast-paced office environment - follow up and follow through is a must 
• Excellent time management skills a plus
• Service-minded and strong customer service focus, flexible and open to new ways of doing business; multiple language skills a plus Solid communication, inter-personal and strong leadership skills, with proven ability to influence at all levels
• Creative problem-solving skills, intermediate computer literacy skills required –Proficiency using Microsoft Office programs including Word, Excel, PowerPoint, Outlook
• Professional dress and demeanor
• CMMS system knowledge is a plus