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Facilities Coordinator

Company: Acco Engineering Systems
Location: Pasadena
Posted on: May 18, 2019

Job Description:

We're looking for a Facilities Coordinator to join our Pasadena team! ACCO Engineered Systems has been annually recognized by a national industry magazine as one of the top-10 specialty contractors in the United States, and the leader in its mechanical contracting field for the Western United States. We have a diverse environment of skilled professionals - field construction workers, engineering, project managers, service technicians, and supporting staff - who collaborate together and make ACCO an engaging place to work. Under the direction of the Facilities Manager, this position is responsible for providing administrative support for the Facilities Manager. Primary tasks including, but are not limited to the coordination of details with vendors, document administration, organizing vendor lists and files, and the preparation of purchase orders. SO WHAT WILL YOU BE DOING? * General administrative duties such as typing and photocopying general correspondence including letters, proposals, presentations, reports, agreements, contracts, and memos from notes or dictation. * Develop, edit, copy and assemble work products, which include (but are not limited to): proposals, submittals, maintenance manuals, presentation packages, marketing materials, etc. * Daily review of incoming work orders for Pasadena Office via 888 email account. Escalate issues to Facilities supervisor and manager as needed. * Maintain an accurate seating chart of all floors of the 888 Building * Includes coordinating seating for new hires & transfers * Updating name plates for each office/work station * Communicating with Department heads request for seating in their areas * Notifying HR & Safety of seating changes for Emergency exit plans, etc. * Schedule meetings, including rooms and caterers (where applicable). * Sending and/or distributing various correspondence via U.S. mail, fax, messenger, U.P.S., Federal Express, and email, etc. * Maintain accurate filing system and project document control. * Take and transcribe meeting notes with internal & external customers * Make travel arrangements as needed for Facilities Team. * Assist in maintaining and distributing facility access key cards and FOBS as required for all facilities in the Southern Region & coordinate with Northern Facilities team for cross regional access requests. * Coordinate with Cybex (current security provider) as needed on system programming. Understand each zone, users of zones and how programming works. * Issue new ACCESS Cards for Pasadena office new hires. * Issue Key FOBS for other regional offices * Update ACESS Cards/Key FOB list as required. * Make sure security company is properly loading data into our database (always upload, then download) * Terminate access as requested by management & HR. * Manage all Fire Alarm, Sprinklers Systems and Fire Extinguishers: * Ensure all fire risers have current certifications * Manage all contracts with both Fire Alarm and maintenance providers * Review all facility maintenance needs: * Maintain a contact list of all contracted/regularly used vendors for property maintenance/ repairs. * Create and maintain a listing of all backflow prevention devices, certification dates, and proof of certifications. * Coordinate with Safety Department to maintain updated fire escape. * Escalate issues to upper management * Other duties or responsibilities as assigned by supervisor. WHAT DO YOU NEED TO BE A PART OF THIS ALL-STAR TEAM? * HS Diploma or equivalent * 2-3 years of experience in property management strongly preferred * Extensive computer knowledge: * Microsoft Office including MS Word and MS Excel Word * Able to utilize applications on handheld devices * Able to utilize google applications including Gmail, Google Calendar and Google Docs. * Internet Provide detailed data searches and online applications (e.g. Fed Ex Delivery and ordering of products). * Able to edit works in Adobe Writer or similar programs * Strong written communication skills * Attention to detail and ability to organize data * Able to demonstrate consistent and reliable attendance. * Preferred, but not required: two-plus years of experience in the property management and/or contracting industry in an administrative support position. * Able to learn new programs and processes. * Demonstrated experience with producing and editing work product documents with accuracy. * Well organized with ability to multitask between several projects delegated by multiple parties. * Demonstrated experience as a team player and able to achieve assigned performance goals. * Ability to handle pressure and hectic pace. * Ability to work overtime when required. * Regular and routine attendance. PHYSICAL REQUIREMENTS The physical demands described herein 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. * The physical demands described herein 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. * The employee may regularly lift and /or move up to 10 pounds, and occasionally lift and/or move up to 30 pounds. * Specific vision abilities required by this job include Close vision and Distance vision. * While performing the duties of this Job, the employee is regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is regularly required to walk and sit; climb or balance and stoop, kneel, crouch, or crawl (for purposes of assisting with project job walks and site inspections). * The employee is occasionally required to reach above shoulder height to access storage cabinets and shelves. Our ideal person will have all these in addition to everything listed above: * OUTSTANDING COMMUNICATION SKILLS in addition to maintaining an open line of communication with employees throughout the organization, you'll demonstrate excellent communication skills, including good phone and email etiquette. * APPRECIATION FOR DIVERSITY you already demonstrate respect and you highly value the variety of cultures and talents that make up ACCO. * INNOVATION although we have a great team and effective processes in place, we feel that there is always room for improvement, and we'll look to you to be creative as you partner with stakeholders to evaluate our operations, solve ongoing issues, and develop even better systems. * STRONG APTITUDE for learning and developing new systems and programs. * GOING THE EXTRA MILE ability to work overtime, as needed. * WORK MANAGEMENT possesses the ability to work in a high paced environment with the ability to prioritize tasks. WHATS IN IT FOR YOU? * ESOP Employee Stock Ownership Program. An exciting benefit from ACCO to you, free of cost. * Company Culture of Excellence Here at ACCO, we are flexible and foster creativity * Competitive Time Off including PTO, Sick Time, and Personal Time * Education Reimbursement Program for career development * United Way is our philanthropy program. We give back to the community, and we have fun while doing it! ACCO has fundraising events such as raffles and bingo throughout the year. * Competitive benefits package and 401k NEXT STEPS Do you have what it takes? Click the START YOUR APPLICATION link below and submit your resume. Once youve applied, our dedicated Talent Acquisition team will be reviewing your resume. If your experiences match our needs, youll be hearing from us by phone or email. MORE ABOUT ACCO Why join ACCO? ACCO Engineered Systems is one of the largest mechanical contractors in the country. Since 1934, owners and builders have selected ACCO to design, install, and maintain more than 250,000 mechanical projects. ACCO is dedicated to the design, fabrication, installation, maintenance, and service of commercial and industrial HVAC, refrigeration, plumbing, process piping, and building automation systems. Whether your project is a low or high-rise office building, a shopping mall, hospital, semiconductor fabrication facility or pharmaceutical manufacturing plantACCO can design, build, install, and maintain a mechanical system to meet your needs Here at ACCO, we are a part of something bigger. Just ask our customers: California Academy of Sciences, L.A. Live, and San Francisco 49ers Stadium. While we have been around for 80+ years, we continue to grow at a dynamic pace. And we are looking for talented individuals to join our team. To read more about us, check out ourSDL2017

Keywords: Acco Engineering Systems, Pasadena , Facilities Coordinator, Other , Pasadena, California

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