DEPARTMENT: Operations/Maintenance/Administration JOB TITLE: Facility Services Coordinator REPORTS TO: Director of Operations FLSA: Full-time Hourly, Non-Exempt Pay Rate: $20-$25 per hour Depending on Experience * * * * * POSITION SUMMARY Under the supervision of the Director of Operations: Types correspondence, performs administrative tasks such as filing, taking messages, collecting and reporting statistics, manages the set-up and breakdown of event-related utility service orders, and manages the ASM HRCC’s ALTUM systems for the coordination and recordkeeping of all building repairs and services. MAJOR RESPONSIBILITIES + Creates and maintains spreadsheet databases for purchase orders and requisitions. + Generates purchase requisitions and follows-up along the approval process. + Facilitates the ordering of all back-of-house supplies once requisitions are approved. + Oversees facility inbound orders to ensure accuracy and supply/order receipt. + Follows up on any projects as directed by the Director of Operations. + Assists with preparation for OSHA and ASM reports. + Manages the set-up and breakdown of event related utility service order desks. Includes verifying vendors’ needs during and prior to events to coordinate the ordering process. + Places follow-up phone calls and/or emails to provide confirmation of payments for services. + Builds rapport with clients by ensuring information on bill of sale is accurately recorded into spreadsheet/database. + Assists with attending to the Reception desk and phone and console coverage as backup during the Receptionist’s lunch, time-off, and as needed. + Maintains department bulletin boards and assists with the planning & execution of facility internal functions for team members. + Creates work orders by inputting accurate data into the HRCC’s ALTUM and updates the work orders regularly to guarantee up-to-date information is recorded. + Coordinates and schedules facility repairs and inspections and makes sure all details are recorded accurately and timely into the ALTUM management system. + Coordinates the event-related internet needs with external partners for implementation. + Responsible for the monthly reporting of all building utilities to include electricity, natural gas, water/sanitation, trash/recycling, and other items as requested. + Analyzes and develops alternative solutions for operational projects, procedures, elements. + Assists in the implementation of facility rules/regulations as they relate to policy. + All other duties/responsibilities as assigned to assist with the function of the Convention Center. WORKING CONDITIONS Fast paced, multifunctional office environment where a professional business attitude and appearance is required. KNOWLEDGE, SKILLS & ABILITIES + A Bachelor’s Degree in Business Administration or a similar field – or – the equivalent combination of education and experience. + One to two years of professional business office experience. + Ability to type at 45 WPM with few errors. + Ability to work extended and/or irregular hours including nights, weekends, and holidays. + Ability to operate a desktop PC and laptop computers, calculators, fax machines, copiers and other office equipment. + Comfortable with generating and maintaining documents with Microsoft Word, Excel and other MS Office software. + Ability to work productively and independently with little to moderate supervision to fulfill tasks and meet deadlines. + Must be detailed-oriented with the ability to make rational decisions. + Must possess excellent interpersonal, oral and written communication skills. + Must be a team-player with the ability to get along with others. + Must be able to speak, read and write English fluently. This description portrays in general terms the type and levels of work performed and is not intended to be all-inclusive or to represent specific duties of any one incumbent. The knowledge, skills, and abilities may be acquired through a combination of formal schooling, self-education, prior experience, or on-the-job training. ASM is an Equal Opportunity Employer M/W/V/D. 1610 Coliseum Drive ● Hampton, Virginia 23666 ● www.thehrcc.com ● info@thehrcc.com 757-315-1610 ● 757-315-1612 (Fax) ● 866-484-HRCC (4722) (Toll Free)