Job Description

Position Overview

Research and develop processes, reporting, and training resources that create timely and efficient workflow. Formulate procedures for systematic retention, protection, retrieval, transfer, and disposal of records. Manage facility resources for optimal working conditions.

Essential Job Functions

Facilities coordinator:

Front desk duties;
Receptionist
Keep lobby clean and presentable
Keep the lobby decorated with monthly activities and/or holidays
Greet and assist visitors and callers, in person or on the telephone; answer or refer inquiries
Sort and distribute incoming mail
Maintain security by following procedures; monitoring visitor logbook
Provide issues intake and collaborate with internal contractors and external service providers to resolve
Manage vendor contract files, including general maintenance, re-certifications, and RFP processes.
Manage vendor orders for Office & building supplies, coffee, shredding, printers, pest control, landscaping, first aid & trauma kits
Coordinate with internal colleagues, external service providers, and regulators on building related permitting, monthly & annual audits, and inspections
Manage Rental property, facilities issues as well as ex-pat apartment(s)
Keep log of company vehicles information & insurance coverage
Monitor/Track company drivers. Keeping log of insurance and DL
Maintain insurance coverage of all Facilities & Property
Fire & Security contact for issues and updates.
Over building access for EE’s
Assist in space plan of office/seating layout

Operations

Collaborate with internal staff to conduct needs analyses, develop, deliver and maintain training programs:
On-boarding job aides for operations areas
Safety – Tool Talks, newsletters, manual, etc.
SAP user guides for Operations
Valve 101 program
Operations Budgeting & Expense tracking
Responsible for gathering contractor bids for building, landscaping, remodeling, plumbing, etc.
Expatriate Living; anything related to the apartment; rent, utilities, furnishings, inspections, coordinating tenants, the contact for apartment
Member and manage event planning
Manage Safety e-files & safety binder
Manage Alert Media emergency notification center w/ IT.
Organize and develop training manuals, reference library, testing and evaluation procedures, multimedia visual aids, and other educational materials
Assimilate data to create and maintain competitor binders
Prepare materials and conduct presentations about Neway, products and operations, as needed, and in collaboration with Marketing

Other Skills/Abilities

Ability to balance multiple projects and priorities to meet deadlines
Self-management: initiative, organized, dependable, detail and process orientation
Facilitation, presentation and negotiation skills
Professional polish and above average interpersonal skills
Courteous customer facing, service-oriented skills
Excellent judgment and discretion
Possess ability to recognize problems, identify possible causes and resolve routine problems
Above average oral and written communication skills
Possesses the ability to work well independently with minimal supervision, as well as part of a team
Advanced proficiency with Microsoft Office software – Excel, PowerPoint, Outlook and Word
Design software experience (Photoshop/Illustrator) helpful
Project management software experience helpful (Project)
Schedule and travel flexibility to meet with customers outside of normal office hours as needed