The Facilities Coordinator position is an exceptional opportunity for a detail-oriented individual who thrives in a dynamic, in-person customer service environment. Located at the DESC office in Detroit, MI, this role involves coordinating daily facilities operations, ensuring that the office is well-maintained and welcoming for employees and visitors. The coordinator will serve as the first point of contact, greeting guests, answering inquiries, and providing assistance with technology and audio-visual equipment during meetings and events. With a focus on exceptional customer service, the ideal candidate will possess strong communication skills, a high level of energy and enthusiasm, and the ability to work both independently and collaboratively with various departments. Also, the role encompasses administrative tasks such as managing office supplies, maintaining accurate records, and supporting the organization of company events, making it a vital position that contributes to a positive workplace culture and enhances the overall office experience. Additionally, this role will provide ongoing support for work orders resulting from our Career Centers that we manage. 

This is a full-time position working 40 hours per week, Monday through Friday during normal business hours, with evening and weekend support as needed.

Facilities Operations and Maintenance

• Facilities Oversight: Oversee day-to-day facilities and maintenance operations for DESC headquarters and work with landlords to manage issues at our leased facilities, which include two career centers, and one headquarters location.
• Manage Work Orders: Coordinate with staff property managers and Vendors to ensure the repair of submitted work requests. Monitor the status of requests, verify completion, and confirm that the reported issues have been addressed. Ensuring timely      completion and adherence to standards.
• Preventive Maintenance:  Oversee routine and preventive maintenance for all DESC-managed facilities, ensuring that equipment, building systems, and common areas remain in good working condition and are properly maintained.
• Emergency Preparedness: Ensure that emergency equipment and first aid supplies are available and functioning correctly.
• Replenish Supplies: Restock essential office supplies including copy paper, cleaning products, and breakroom items such as coffee and cups. Ensure supply areas are tidy, and items are replenished regularly.
• Issue Management: Monitor and respond to issues related to building and parking garage. Report any incidents and coordinate with building management as needed.
• Light Assembly: Perform light assembly, and installation (signs, posters, dispensers etc.)

Administrative Support

• Reception Desk: Greet guests upon arrival, manage the front desk area, parking validations, answer incoming calls, and      ensure packages and deliveries are received and secured properly.
• Office Coordination: Oversee daily office operations, ensuring a clean, organized, and efficient workspace.
• Meeting Coordination: Assist (if needed) with scheduling and organizing meetings, including reserving conference rooms, preparing agendas, taking minutes, and distributing materials.
• Data Entry and Record Keeping: Maintain accurate records of office activities, including visitors’ attendance and inventory.
• Client Interaction: Serve as the first point of contact for clients and visitors, providing assistance and information as needed.
• File Management: Organize and maintain both physical and digital files, ensuring easy access and compliance with data protection regulations. Assist with the management of offsite file storage.
• Backup Support: Serve as a backup to the Administrative Assistant and Executive Assistant teams, providing support as required.

Procurement

• Purchase Evaluation: Research and evaluate vendors and assist in procurement to secure the best prices and quality. (Ex: Movers, carpet cleaning pest control, office equipment, etc.)
• Inventory Support: Maintain an accurate inventory of office supplies and equipment, tracking usage and reordering as necessary.
• Purchase Order Processing: Prepare, issue, and track purchase orders, ensuring compliance with organizational policies and budget constraints.
• Invoice Approval: Review and verify vendor and invoices weekly for accuracy and route for approval to ensure alignment with budget and services received.
• Budget Management: Assist in developing and monitoring the procurement budget, ensuring expenditure remains within allocated limits.
• Vendor Relationships: Build and maintain strong relationships with vendors, addressing any issues related to quality, delivery, or service.

Conference Center Maintenance

• Audio Visual Support: Serve as a back-up to operate audio-visual equipment when needed.
• Event Follow-Up: Follow up before, during, and after events to ensure successful execution and address any issues that may arise.
• Meeting Room Management: Manage conference room reservations using booking software, noting details such as technology needs, A/V requirements, catering, and other support needs.
• Conference Set Up Assistance: Execute conference and meeting room activities, including setup and breakdown light cleaning, resetting chairs and tables, and general tidying of conference rooms before and after meetings to maintain professional      appearance.

Subcontracted Facilities Oversight

• Routine Inspections: Work with manager and/or facility company to conduct quarterly, monthly and as needed inspections of the subcontracted facilities, to ensure compliance with safety, ADA, and other operational standards.
• Safety and Compliance Reviews: Develop and implement a standardized inspection checklist to monitor facility conditions, health and safety concerns, and overall operational quality.
• Sub-recipient Facility Management: Collaborate with subcontracted site managers to address identified issues and ensure alignment with DESC’s expectations.
• Process Improvement: Provide periodic oversight reports to DESC leadership, highlighting inspection findings, corrective actions, and areas for improvement.
• Vendor Contract Oversight: Oversee contract compliance for the security guard and cleaning contracts at managed sites, ensure vendors meet performance expectations, and conduct regular check-ins with site managers.

Safety and Security

• Safety Audits: Conduct regular safety audits of the premises to identify potential hazards and recommend corrective actions. 
• Training Programs: Coordinate with HR to develop safety training programs for staff.
• Security Systems Management: Monitor and maintain security systems, including cameras, alarms, and access control systems. Report on space usage.
• Incident Investigation: Investigate safety and security incidents, document findings and recommend improvements to prevent recurrence.
• Emergency Response Coordination: Collaborate with emergency services and local authorities to ensure effective response      plans are in place.

Qualifications

• Excellent organizational, project management, and problem-solving skills.
• Ability to utilize basic features of Microsoft Office Suite applications with moderate guidance and support.
• Positive attitude, strong verbal and written communication skills, and excellent customer service skills required.
• Ability to be flexible, work flexible and/or overtime hours when required, and respond quickly and calmly to urgent situations.
• Ability to work independently with some level of autonomy, taking initiative to ensure performance aligns with the successful operations of the office.
• Experience operating administrative office and telecommunication equipment. 
• Ability to execute tasks in a client-centric manner and to work effectively and efficiently in a team setting and with a diverse group of people at all levels of the organization. 
• Ability to take direction, receive and apply feedback, and communicate support needs.
• Ability to effectively follow procedures and manage competing priorities; demonstrate attention to detail, accuracy and excellent organizational skills.
• Ability to perform physical tasks including lifting supplies and equipment, able to lift twenty-five pounds, and performing other office services duties as assigned.

EDUCATION:

Must have a high school diploma or GED, plus three (3) to five (5) years' experience office coordination. College degree is preferred.

SUPERVISORY RESPONSIBILITIES:

Not applicable.

LICENSES:

Valid State of Michigan Driver's License - Position requires field work.

OTHER:

Background check and drug screen required.