Facilities Coordinator

Job Title: Facilities Coordinator

Location: Mexio City, Mexico

Purpose of the job:

The Facilities Coordinator will work to support all facilities activities. The Coordinator will be the first point of contact for internal and external customers seeking support and information from the facilities organization of Macmillan. The Facilities Coordinator will provide administrative manage office functions including: Work Order coordination, Security badge and access assignments, database management, daily office operations, coordination of budgeting/accounting systems, maintaining office records, and providing general support services for the divisional staff. Additionally, the Facilities Coordinator, under supervision, will manage all outside contractors in support of the Facilities Department, including maintaining records and contracts, coordinating project activities, and providing scheduling support.

Essential Job Functions:

• Assist  in all aspects of project implementation as needed.
• Support with external contacts as needed.
• Manage the Security access-control database in conjunction with the Security Contractor.
• Represent the Facilities Department in inter-departmental meetings to support and facilitate communication and action between departments. .
• Coordinate all Facilities activities, work direction, and support systems.
• Supervise and coach Facilities employees and contractors as needed.

• Manage the Crisis Management and Business Continuity Plans

• Programa interno de Protección Civil and support the Safety & Health teams and training.

• Independently maintain and update administrative policies and processes.
• Set up, maintain, and organize department's central files, information, filing, and messages.
• Assist facilities staff in locating parts, supplies, and materials.
• Prepare and maintain RFP’s, bid information, and other contract documents.
• Prepare internal bill-backs and documents for events supported by the Facilities organization.
• Provide administrative support.
• Manage the CMMS system, including receiving work request, assigning work orders, entering system data, and providing the overall system administration. Complete additional responsibilities as assigned.

Education & Experience:

• Associates degree and 2 years of facilities management experience or 4 years of facilities management experience.
• Industrial Engineering, Mechanical Engineering, Architechure
• English: B1 speaking and writing
• Facilities management in a cultural institution or high profile facility
• Proven experience in facilities management or similar position in corporate offices is a plus
• Technical knowledge in building systems maintenance and infrastructures 
• Extensive use of computerized maintenance management systems. 
• Demonstrated ability to work and communicate professionally, verbally, and in written form with internal and external customers.
• Demonstrated customer service excellence.

Skills:

Demonstrated ability in the following areas:

• Must have strong interpersonal skills and ability to work in a team environment.
• Responsibility for follow-up on actions based on various team projects.
• High organization skills in managing multiple projects simultaneously.
• Ability to perform and manage technically complex projects using independent judgment and personal initiative.
• Build strong internal and external relationships using effective verbal and written communication skills.
• Recognize and act on opportunities; adjust direction when situation warrants.
• Work independently without regular direct supervision.
• Must be a provider of excellent customer service.

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