, Inc Facilities Coordinator in Indianapolis, Indiana

Job CategoryFinance and Operations

Job Details

Department Description: The Facilities Coordinator is responsible for maintaining the building’s fixed facilities, real property, and related assets. The Facilities coordinator will work with the Events Coordinator and organizes, directs and coordinates facilities maintenance, safety, and special program management functions. Working cross departmentally to ensure a safe, clean, and effective environment for Salesforce customers, employees, and guests. When assigned the Facilities Coordinator plans, organizes, and coordinates the full range of duties related to servicing, cleaning, maintaining, and repairing the company’s fixed facilities.

Job Description: In this role, the Facilities Coordinator will work directly with the events team to facilitate organizational change by planning and executing special event space, tenant improvement projects and internal office needs. This individual will partner with and form a cooperative relationship and interface between, events teams, building management, engineering, and/or those responsible for maintenance and operation of the facility (Building Engineering: including electrical systems, mechanical systems, security contractors, janitorial services, and other various aspects of facility operations). This position will ensure that the events space is welcoming and spectacular, workplace services issues are identified and repaired quickly, will ensure that building management is delivering quality services, and will make sure that all internal customer demands are being met. Maintains the internal Salesforce Workplace workflow / case load systems daily, and completes open work cases in a timely manner with as little disruption to company daily operations. This individual will with team members to improve efficiency and implement new facility and event procedures.Coordinates and executes events, furniture moves, supports daily conference room table set ups and configurations to meet the needs of internal/external trainings and meetings. Performs weekly facility inspections, and updates repair and maintenance task lists. Coordinates install and repair times and dates with employees.

Responsibilities Include:

  • Regular floor hours are Monday-Friday, 8am-5pm, this position will require more flexible hours from 10-7pm many days. Evening and weekend availability (events may be scheduled Monday-Friday from 5pm-9pm, Saturdays from 9am-9pm, with our team needing to be available before and after for floor resets, closed Sundays, national and company recognized holidays)

  • Assist in communicating to employees when floor is closing for event set up/end of day

  • Develop and maintain event space and conference room space.

  • Assist with regular maintenance and general upkeep throughout facility to ensure a clean and safe working environment

  • Follow best practice and safety standards for all facilities related tasks

  • Be able to work independently with minimal supervision

  • Available and responsive to the global nature of the business and have the ability to work extended hours as necessary

  • Handle all in-coming requests by responding to clients and resolving the issues, ensuring successful completion.

  • May serve as a Facilities site representative during interactions with cross functional groups, as required.

  • Maintain a positive relationship with all the members of the REWS department and out site customers while promoting a positive team environment.

  • Support the documentation and implementation of workplace operating guidelines.

  • Provide a first line contact for the facilities department for all internal and external customers/contractors.

  • Event set-up - The facilities coordinator of the floor is the main resource for event set-ups on the floor. As the coordinator, you are responsible for receiving the requests from the events team and executing in a timely manner.

  • Move logistics - The Ohana floor is in constant motion as we cater to the company's high profile events. You will need to oversee the movement of furniture to ensure the proper floor plan for specific events. The coordinator will be responsible for managing a crew of daily movers. Assist in relocating wheeled credenzas around the floor as needs of the floor dictate. Must be able to lift 40lbs and be expected to navigate wheeled carts

  • Maintaining optimal storage solutions - Furniture and other miscellaneous items will always need to be stored when not in use. In order to be successful, the building assistant should document their furniture inventory, and make sure the storage is in good shape. They will need to make sure the storage room is clean and tidy, and space usage is optimized. You are also responsible for recording and documenting attic stock for the floor. When the project is complete, a list of attic stock should be properly stored for future use.

  • Appliance maintenance - The Ohana floor is home to a world class exhibition kitchen, garden with sprinkler system, and an IDF room for A/V equipment. The coordinator must have basic knowledge of the basic functions of the equipment on the floor and basic knowledge of hand/power tools. You will be responsible for the service and maintenance of any equipment that is on this floor.

  • Furniture upkeep - Salesforce is known for the Ohana Design standard, and the expectation of the floors being “show ready.” The building coordinator should make sure that all furniture on the floor is cleaned, maintained and serviced on a daily basis. If damage were to occur, the building coordinator should be able to leverage the furniture vendor to ensure proper service.

  • Base building maintenance - The Ohana floor still relies on basic building services to run. The building coordinator should be aware of base building equipment and to rely on building engineers if anything needs to be serviced.

  • Janitorial support - The Ohana floor expectations are a cut above the rest because of the high visibility to our executives, customers, non-profits and employees at large. The building coordinator should oversee the cleanliness of the floor, and execute on any requests for events and service to the floor. As the coordinator, you are responsible for being the liaison between the events team and the janitorial staff. You will need to walk the floors and make sure everything is spotless.

  • Kitchen maintenance - The exhibition kitchen have equipment on the floor that is unusual for a commercial building: fryer, grillers, mini ovens, refrigerators, freezers, dishwashers and more. The coordinator must make sure that these items are in good shape and are properly maintained.

  • Vendor Management - The building coordinators work hand-in-hand with the events team to ensure all vendors tied to the event have an approved COI (certificate of insurance) and building access to the floor. Build strong relationships with vendors and building management; maintain best in class service whether issues are resolved in house or by one of our partners.

  • Reporting and Documenting - The Ohana floor is a pilot experience so all documented information can be very useful to analyze. The coordinator should be able to record and document all event and service requests for the floor.

Required Skills

  • 3+ years experience in a Facilities or Office Services role, ideally supporting a high growth and high change, 100,000 square foot + facility

  • 2+ years experience in working in event space.

  • Awareness of facility management systems such as CMMS (Computerized Maintenance Management Systems).

  • Familiarity with coordinating outside contractors in support of facility operations and maintenance Ability to work “On Call”, overtime, off schedule and weekend hours to provide site operational support.

  • Must be able to take direction and follow instruction

  • Competent in Google Docs, Microsoft Office.

  • Understanding of Excel, Salesforce and basic accounting and finance.

  • Basic knowledge of critical utility systems, HVAC, and emergency power systems.

Posting Statement and are Equal Employment Opportunity and Affirmative Action Employers. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, protected veteran status, or disability status. Headhunters and recruitment agencies may not submit resumes/CVs through this Web site or directly to managers. and do not accept unsolicited headhunter and agency resumes. and will not pay fees to any third-party agency or company that does not have a signed agreement with or

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