Coordinator, Facility - Reed Elsevier

Under general supervision, complete various duties to include, but not limited to, administrative support, conference room and food service coordination, work-order processing and internal move assistance. Provide assistance to a team of facility members in all administrative aspects of facility management administration and reporting. Preparing and input of monthly invoices for approval, including development of accruals. Assist in the development of contract templates and tracking contract expirations as well as monitoring and tracking certificates of insurance in a database.   Assist as a point of contact for tenant/customer service requests serving a portfolio of corporate properties. Compile, and assist in the preparation of, various monthly (and other periodic) property, operational, administrative and financial reports. Administrative duties require broad experience, skill and knowledge of organization policies and practices for a specific group or individual. Analysis and determination of information requests and follow-up. May directly assist in annual budget preparation and monthly reporting activities.

ESSENTIAL DUTIES:

• Provide administrative support to the Asst. Facility Manager and supervisor levels of facilities operations.
• May assist other facility members in the implementation and organization of internal and building to building moves.  May be involved with communicating and coordinating with movers, vendors and other internal/external staff members as required.  May work as the backup liaison to other in-house support groups.
• Assists with the initiation of purchase orders as requested by management or other involved parties.
• Dispatch appropriate vendors accordingly to address maintenance requests/work orders.
• Takes maintenance requests, distributing and closing out work orders as required.  Coordinates service requests as needed.
• Liaison with landlord and or building staff regarding required maintenance tasks. 
• Daily contact with vendors and contractors to schedule miscellaneous repairs and maintenance.
• Work with Facility Management to ensure completion of all special project work as assigned.
• May require additional work consisting of overtime and/or on call duties.
• Retrieve Certificates of Insurances from vendors and maintain active database.
• Assist Management in the annual operating budget preparation and development.
• Code and process vendor invoices entering invoices into accounting system, and month end reconciliation.
• Assist with preparation of monthly facility reports.
• Distribute mail and utilize shipping/mailing allocation database.
• May perform other duties as assigned.

SKILLS, EDUCATION AND EXPERIENCE:

• Associate degree OR High School Diploma/General Education Degree (GED) and a Minimum 3-4 years previous related experience preferably in a Real Estate Background.
• Minimum 2 years related work experience
• Proficient in MS Word, MS Excel, PowerPoint 
• Knowledge of accounting software 
• Ability to handle multiple projects simultaneously
• Must be dedicated to the highest quality and customer satisfaction
• Work well independently
• Excellent written and oral skills. Strong proofreading and editing skills.

WORKING CONDITIONS: Normal working conditions with the absence of disagreeable elements