Facilities Coordinator

Facilities Coordinator

Location: Casselberry, FL

Department: Administration

Reports to: Office Manager


Summary of Position Role/Responsibilities

Under the direct supervision of the Office Manager, the Facilities Coordinator provides support organizing and coordinating various office administrative procedures and activities. This role requires significant experience supporting and working within an office environment and must be able to perform a variety of administrative tasks and work independently with little or no supervision. Strong organization skills, flexibility, time management and ability to work extended hours are essential to fulfill all responsibilities. This position also provides administrative backup and support to the receptionist when needed.

Essential Functions of the Job  

  • Act as point of contact for office maintenance needs and vendor management 
  • Organize and schedule a high volume of meetings, appointments and bookings 
  • Ensure security, integrity and confidentiality of data
  • Monitor and maintain office supplies inventory
  • Supervise repairs and work orders for both outside vendors and property management and in the absence of the receptionist, submit work orders (vendors include Shred-It, Mr. Handyman, Baileys Coffee, Bevi Water, clinical contractors as needed, etc.)
  • Schedule and respond to preventative and urgent maintenance requests  
  • Support with keeping the office supplies and kitchen areas stocked
  • Maintain office access card system; add, delete, enable and disable access cards as directed
  • Maintain building access card list; communicate with Property Manager (Interlachen) to add / delete user cards as needed
  • Maintain Pitney Bowes postage meter, train Avant staff and assist with posting outgoing mail as needed
  • Submit department expense reports weekly
  • Manage Outlook calendar requests for meeting rooms; assist Office Manager with problem resolution as needed
  • Maintain inventory and organize promotional items as needed; work with Office Manager and various departments to maintain adequate supplies for tradeshows, client visits, recruitment trips and job fairs
  • Coordinate and participate actively in corporate meetings and events, both on-site and off-site, to include planning, organizing, and managing staff meetings, strategy meetings, holiday events, and other special events such as retirement parties, Nurses Week, etc.
  • Deposit checks as needed through Bank of America online system
  • Setup FedEx account login for new hires, manage invoices and billing, and provide training as needed
  • Provide backup support to Receptionist during breaks and as needed

Marginal Functions of the Job

  • Other clerical or operational duties as assigned

Normal Work Schedule

This is a full-time position and core hours of work are Monday through Friday 8:00 AM to 5:00 PM. 

Education, Training, and Experience

  • Minimum of a High School Diploma, Associate degree preferred
  • Minimum 5 years related experience  
  • Ability to effectively communicate (written and verbal) and collaborate with at all levels of management, as well as outside vendors and clients
  • Ability to prioritize work load, meet deadlines and be detail oriented 
  • Professional appearance and manner 
  • Ability to work within a team, as well as independently
  • Strong ability in using MS Office (Excel, PowerPoint, Work, Outlook) 

Required Licenses, Certifications, and Other Specific Requirements of Law

  • Health Insurance Portability and Accountability Act (HIPAA) certification

Other Characteristics of the Position:

Physical Demands: 
  • Sitting for long periods at a time
  • Regularly required to talk or hear
  • Occasional lifting of office supplies up to 20 lbs.
  • Vision abilities including close vision and ability to adjust focus
Mental Demands:
  • Must understand and follow a set of clear oral and/or written procedures without deviation
  • Performs repetitive routine tasks
  • Must adhere to a provided work schedule to meet a set of qualitative production standards
  • Perform tasks that vary little from day to day
  • Implements others’ decisions/procedures with little judgment required
  • Must relay information orally
Work Environment:
  • This job operates in a professional office environment. This role routinely operates standard office equipment. 

Communication 

Internal: Daily contact with professional staff members, and contracted field staff.
External: Regular contact with vendors. 

Statement of Responsibility for Confidential Data

  • Has access to, and requires daily use of, confidential records 
  • Required by federal law to maintain strict confidentiality of “Avant” employee information and maintain the security of such information
  • Proprietary Information and Non-Conflict Agreement required

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Avant Healthcare Professionals is an Equal Employment Opportunity (EEO) employer and does not discriminate based on race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, veteran's status or any other basis protected by applicable discrimination laws.

Avant Healthcare Professionals is a member of the Jackson Healthcare family of companies.