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Facilities Program Coordinator

12/5/16
AAA Northern California, Nevada & Utah (http://www.aaa.com/careers)
Maintenance/Installation/Repair

/yr

  Full Time   Employee


Emeryville
California
United States

A career with AAA Northern California, Nevada and Utah is unique, just like you.
We’re a mission-driven Member services organization. We have a saying here at AAA that we aspire to be America’s most trusted organization absolutely famous for doing the right thing. With more than four million Members, our purpose is to bring peace of mind to Members so that they can enjoy life more.
We work hard to create an environment where you can thrive and where you use your skills and talents to help us deliver legendary Member service. You’ll help have a positive impact on the diverse communities we serve, too.

Responsibilities:

Work Orders
Manage the Work Order process by generating and dispatching service request work orders to multiple subcontractors and vendors, communicating work orders to technicians on priority orders and assist management in resolving problems. Also track completion of work orders.
Working with Facility Managers, vendors and MEM technicians, proactively manage work orders to ensure a minimum service level is met for work order completions
Support Facility Managers with coordination and scheduling of services, ensuring excellent coordination/execution of work within client environment with minimal disruption, as needed
Purchase Orders
Assist in the creation of purchase orders in electronic system (Workday) and process invoices in a timely manner.
Ensure receipts for goods and services are posted in a timely manner.
Develop and maintain appropriate tracking of all POs, maintaining distinct records for all projects.
Support vendor invoice issue resolution.
Headquarter Facility Management Coordination
Respond to daily headquarters needs.
Arrange and coordinate regular maintenance of headquarters building and general upkeep.
Check that agreed headquarters work by staff or contractors has been completed satisfactorily and following up on any deficiencies
Assist with managing Day Porters
Coordinate conference room coffee set-ups with Day Porters
Coordinate kitchen set-ups for large meetings
Plan and coordinate weekly lunch for 320 people
Vendor Management
Maintain-up to-date vendor Certificates of Insurance (COI’s)
Maintain contract and vendor contact lists
Coordinate Sirius Radio installation and repair
Coordinate Pest Control visits and schedule interior spraying as needed
Manage supplier set up process
Respond appropriately to emergencies or urgent issues as they arise.
Reporting
Assist FM with any reporting needs.
Facility Managers/Project Managers Support
Manage data gathering for contract RFIs and RFPs
Identify cost savings initiatives within sphere of influence
Assist in the budgeting process.
Contract Management
Notify Strategic Sourcing of required contracts / amendments
Records Maintenance
Maintain and Manage Lease Files for all properties
Assist FMs as directed
Order approved materials and rental equipment or services as needed.
Maintain the efficiency and good working condition of the facility.
Miscellaneous projects and tasks as assigned
Notify branches of scheduled preventive maintenance and carpet cleaning
Assist the Facility Manager in identifying and resolving facility deficiencies or compliance issues.
Maintenance Repairs (Minor)
Respond to requests for assistance with the Security systems.
General overall facility management services
Manage preparation of various reports, including monthly accruals, open POs, project costs, daily work order reporting for FMs and vendors
Manage tracking for site compliance requirements and violation notices
Direct customers to the right tools and / or resources as necessary
Ensure appropriate follow up with customers
Seek to continuously improve processes, systems and overall client satisfaction
Coordinate special projects as assigned.
Required Knowledge, Skills and Abilities (KSA)
Demonstrate leadership, responsiveness and creativity in finding solutions for service delivery and overall client satisfaction.
Ability to multi-task and work in a team environment
Able to work independently with minimal supervision
The scope of work requires keen decision making skills, and highly effective written communication skills (spelling, grammar and punctuation) and verbal communications skills
Good organizational and interpersonal skills with a strong customer focus
Demonstrate highest professional standards of behavior and ethics.

Minimum Required Education:

Associates Degree with minimum of 5 years comparable work experience preferred
Proficiency with Microsoft Office Suite including, Outlook, Word, PowerPoint & Excel
Strong knowledge of applications and resources available for account management
Ability to quickly learn how to use any Company required software
We’ll value your skills and experience. We’re building a performance organization with heart and developing a pipeline of tomorrow’s leaders. Your work will be enhanced with training opportunities, a mentoring program and our Promote-from-within philosophy. We celebrate our diversity and leverage the power of many minds.

To apply for this job, contact:
Gina Glasco

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