Facilities Coordinator

Job Summary
The Facilities Coordinator administers mail room activities, manages office supplies, coordinates facility service requests and programs, and provides support to Facilities Management and Administrative Services teams.

Primary Objectives

• Coordinate and assist with facility management requests and programs.
• Efficiently and accurately process incoming and outgoing mail and packages.
• Maintain and administer office and kitchen supplies, inventories, and upkeep.
• Assist with clerical and administrative duties and company events.

Duties and Responsibilities

• Distribute interoffice and inbound mail and parcels to all departments promptly and regularly.
• Log incoming and outgoing deliveries, provide tracking information for outbound shipments, and manage certified mail and other special-handling items.
• Create shipping origination paperwork for outgoing domestic and international packages, selecting the appropriate carrier based on the needs of each sending party.
• Maintain postage and shipping equipment and supply inventory to provide uninterrupted, comprehensive outbound shipping and mailing services.
• Coordinate interoffice and external courier services.
• Drive a company vehicle to pick up and drop off mail and packages at U.S. Post Offices and other mail processing facilities.
• Maintain and communicate schedule of services to and from assigned location.
• Receive and coordinate facility maintenance, repair, and furniture replacement requests.
• Initiate and monitor Property Management (PM) requests to facility management companies.
• Assist with scheduling and coordinating maintenance and repair activities.
• Coordinate with the Facility Manager to lead site-specific safety, emergency, and disaster recovery drills and exercises as assigned.
• Maintain and administer the vehicle pool program.
• Establish and maintain effective professional relationships with facility owners, vendors, and managers.
• Maintain comprehensive inventory of office supplies and materials for assigned location; respond to purchase requisitions, and develop proactive, cost-effective procedures for sourcing, ordering, and managing supplies.
• Code, reconcile, and report on invoices and expenses for applicable vendors and service providers; maintain list of current approved vendors, rates, and contacts.
• Maintain and re-stock corporate break room and kitchen facilities ensuring areas are clean and well supplied.
• Manage the inventory selection and stocking of vending machines.
• Provide periodic daily support to Receptionist position, including receiving and directing inbound calls, receiving and directing visitors and guests, and updating conference room schedules as appropriate.
• Assist with set-up and clean-up of on-site company events.
• Create and maintain procedure manuals and work instructions for all areas of responsibility.
• Other duties as assigned.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• High school diploma or equivalent (HSED) required
• Some college-level coursework preferred

Licenses and Certifications

• Valid state-issued driver license and acceptable driving record required

Work Experience

• 2+ years experience providing mail services in a corporate office environment required
• Experience with multi-line phone system preferred
• Experience in a related facilities services position preferred

Required Knowledge, Skills and Abilities

• Understanding of general building maintenance services
• Comprehensive working knowledge of shipping and posting as applicable to the office environment
• Experience using shipping and tracking software
• Good verbal and written communication skills
• Good organizational and multi-tasking skills
• Good quantitative and analytical thinking skills
• Good problem solving and multi-tasking skills with a keen eye for detail
• Self-motivated, and able to work under pressure with minimal supervision
• Demonstrated proficiency with Microsoft Office products at the following levels: * Excel, Word, Outlook: Basic level of skill

Competencies

• Delivers Results Rigorously drives self and others to achieve high levels of individual and organization performance.
• Focuses on the Customer & Market Continuously evaluates what is important to the customer/client and develops products or solutions that exceed expectations.
• Makes Sound Business Decisions Makes timely and well-informed decisions that advance critical priorities, capitalize on new opportunities, and resolve problems.
• Practices our Values Supports and models The Pasha Way; conduct reflects Excellence, Honesty, Integrity, Innovation and Teamwork.

PHYSICAL DEMANDS, WORK ENVIRONMENT, AND TRAVEL
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Hear and speak with sufficient clarity to understand and engage in telephonic information exchange; hear and understand verbal instructions; give and receive information verbally in person or via communication device - Often
• Walk/travel within office environment, crouch/bend to access floor-level storage - Often
• Use hands/fingers to operate office equipment, type/complete data input, write - Often
• Reach with hands, arms; lift, move and manipulate objects weighing up to 50 pounds - Regularly
• Sight sufficient to read instructions, documents, and screen-based information - Often
• Use hands/fingers to manipulate and file documents, folders, small objects - Regularly

Working Environment
This role requires work that may involve the following environmental conditions:

• Corporate office environment

Screening Requirements
Background Checks
Driving Record Review

Must be fully vaccinated against COVID-19, except as prohibited by law.
The information included in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive or exhaustive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

The salary range listed is based on the geographic zone associated with this role: San Rafael, CA. If you are applying to work from a different location, the salary range may vary to align with the cost of labor and market conditions in that area. For applicants from other zones, we encourage you to reach out to us to confirm the relevant salary range for your specific location. Starting pay will be determined by job-related factors including experience, education, and business needs and may be modified at any time.

Zone 1: $22.00 - $26.00