Senior Facilities Coordinator

Help us change lives

At Exact Sciences, we’re helping change how the world prevents, detects and guides treatment for cancer. We give patients and clinicians the clarity needed to make confident decisions when they matter most. Join our team to find a purpose-driven career, an inclusive culture, and robust benefits to support your life while you’re working to help others.

Position Overview

The Senior Facilities Coordinator will work closely with the Facilities Department Management staff to support various facilities activities and help align the Facilities Coordinator roles, activities and processes across multiple sites. This role will provide administrative support to the Facilities Department, manage office functions including work order coordination, customer and vendor communications, database management, daily department operations, maintaining department records and providing general support services for the departmental staff. Additionally, the Sr Facilities Coordinator, under the supervision of the Facilities Manager, will assist in managing outside contractors in support of the Facilities Department, including maintaining records and service contracts, coordinating project activities, and providing scheduling support and providing a continuous improvement framework for long term improvement.

Essential Duties

Include, but are not limited to, the following:

• Assist the Facilities Department in all aspects of project implementation as needed.
• Support the Facilities Department with external contacts as needed across all sites.
• Assist with auditing vendor performance against contract terms or scope of work.
• Support multiple facilities across all sites.
• Ability to travel between all sites supported by Facilities department.
• Represent the Facilities Department on occasion in inter-departmental meetings to support and facilitate collaborations between departments in Madison.
• Coordinate multiple Facilities Coordinators activities and schedules.
• Support all site Facilities managers with procurement and contract activities.
• Support the company Sustainability program in Madison.
• Set up, maintain and organize department files, information, filing and messages in Madison.
• Provide concise and timely communications to internal and external customers in Madison.
• Research and propose solutions to unique Facilities requests in Madison.
• Demonstrate proficiency in general business procedures and capable of prioritizing workflow.
• Demonstrate independence and ability to be self-starter with positive attitude and above average organizational skills.
• Adaptable, open to change, able to work in ambiguous situations and respond to new information and unexpected circumstances required.
• Requires strong attention to detail and accuracy and the ability to translate verbal instructions and information to the written format, asking clarifying questions as needed.
• Ability to maintain strict confidentiality with sensitive data.
• Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork.
• Support and comply with the company’s Quality Management System policies and procedures.
• Maintain regular and reliable attendance.
• Ability to act with an inclusion mindset and model these behaviors for the organization.
• Ability to use and wear safety protective gear/equipment (e.g. safety glasses, lab coat, gloves, respirator, etc.) and follow safety guidelines.
• Ability to frequently and accurately communicate with employees, customers, and vendors in person, via the telephone or by email.
• Ability to work designated schedule, as well as nights and/or weekends as needed.
• Ability to work overtime, as needed.
• Ability to work on a mobile device, tablet, or in front of a computer screen and/or perform typing for approximately 90% of a typical working day.
• Ability to work seated for approximately 50% of a typical working day. Ability to work standing for approximately 50% of a typical working day.
• Ability and means to travel 20% between local Madison Exact Sciences locations.

Minimum Qualifications

• Associate’s degree in business or related to the essential duties of the role and 5+ years of facilities or maintenance activities coordination;  or 8+ years of facilities or maintenance activities coordination.
• Strong organizational skills including file management, invoice management and receipts, and service report review and acceptance.
• Strong proficiency in Microsoft Office programs, such as: Word, Excel, PowerPoint, Teams, and Outlook.
• Familiarity with ERP and documentation systems such as SAP, and Agile.
• Experience working with various