Facilities Operations Coordinator

Job Description

The Facilities Coordinator will provide daily services support for the site with Facilities-Operations processes. Organization, problem-solving and communication skills are key in this role. Performs job responsibilities with professionalism, must be capable of working independently, and takes accountability and ownership of issues and concerns to drive exceptional results. This role will assist with providing site services, facilities, and administrative support.

KEY RESPONSIBILITIES:

• Orders and stocks all office and breakroom supply, collects and distributes mail. 

• Event management and execution (including coordinating breakfast, lunches, etc.)/ receipt & budget reconciliation to ensure timely reconciliation of invoicing, AMEX/VISA P-card transactions. 

• Support for site space management and branding/décor. / Assists with meeting room set-up 

• Provides onsite vendor support (Ricoh copiers, Shred-It, Plant/decor) in alignment with Global Ops
• Supports meeting room set up, including room changes during the day to ensure rooms are ready for use for each meeting as required.
• Assists departments with site events, including room set-up and refreshment arrangements as well as flexibility in working hours if required.
• Assists with catering and stationery stock replenishment, including raising purchase requisitions and placing orders.
• Provides general support to the office and additional coverage for the workplace services Operations.
• Provides reception coverage as required to support the site's operation, ensuring the required standards are maintained.
• Provides administrative support as required to support the Facilities Operations team with general duties and ad-hoc tasks as required.
• Maintains the company archive records, including sending and retrieving archive records.
• Assists the team with raising purchase requisitions, invoice verification, filing, scanning, and archiving of records. Responds to queries related to the purchase orders and invoices.
• Responsible for stocking & maintaining office supplies, placing order including copier paper and toners.
• Responds to staff requests and queries, logging tasks on ServiceNow. Uses in-house systems such as ServiceNow (Helpdesk), V-Learn (Training), vShip (Courier), Concur (Expenses), iProcurement (Requisitions & Invoicing) and Travel.
• Assists with fire alarm testing and associated safety checks; participates in the operations emergency team including assisting in the evacuation process.

Education and Experience:

• Typically requires 3-5 years of experience in a facilities/operations environment, or the equivalent combination of education and experience.
• High school or secondary school diploma

Required Knowledge/Skills:

• Verbal and written skills to communicate information with the team.
• Sound knowledge of telephone etiquette
• Basic computer knowledge/technological skills: adept in using tools, browsers, and email features; attaching files to correspondence, using tracking and management features.
• Ability to comprehend, capture as well as interpret basic customer information.
• Ability to respond promptly to the needs of the customer, solicit feedback to improve service, respond to requests for service/assistance.
• Ability to adapt to change, meet the changing demands of the work environment, any delays, or other unexpected demands.
• Ability to make efficient use of resources and to meet deadlines.
• Ability to work well as part of a team.
• Good working knowledge of facilities, reception, and associated duties.
• Proficient in MS Office Proficiency
• Experience with food handling  
• Physically able to lift, move, transport items (25 pounds or less) 
• Positive and energetic demeaner and focus on teamwork and process improvement.

Pay Range:

$26 - $40

Disclosure Statement:

The range provided is based on what we believe is a reasonable estimate for the base salary pay range for this job at the time of posting. This role is eligible for an annual bonus and annual equity awards. Some roles may also be eligible for overtime pay, in accordance with federal and state requirements. Actual base salary pay will be based on a number of factors, including skills, competencies, experience, and other job-related factors permitted by law.

At Vertex, our Total Rewards offerings also include inclusive market-leading benefits to meet our employees wherever they are in their career, financial, family and wellbeing journey while providing flexibility and resources to support their growth and aspirations.  From med