Location: Farmingdale, NY
Hours: Full-Time, Monday - Friday, 9:00 AM - 5:00 PM
Starting Pay: $22.00 per hour
Job Summary:
A prominent retail company based in Farmingdale, NY, is seeking a highly organized and detail-oriented Facilities Coordinator to join our dynamic team. This vital role provides support to our property management team through a variety of administrative and operational tasks. The ideal candidate will demonstrate excellent organizational skills, the ability to manage multiple tasks simultaneously, and proficiency in vendor management and office operations. A solid understanding of Excel and basic spreadsheet management is essential, as the role involves frequent data tracking and coordination.
Key Responsibilities:
- Coordinate and schedule backflow and FDNY testing with vendors for multiple retail locations.
- Oversee and manage smart meter upgrades and facilitate necessary meter readings required by utility companies.
- Arrange and schedule truck maintenance for the property management (PM) team.
- Conduct store audits to evaluate landscaping and snow removal services.
- Ensure compliance with insurance requirements for property management vendors, including managing updates to Certificates of Insurance (COIs) and onboarding new vendors.
- Review and track open purchase orders (POs) with vendors, ensuring timely submission and processing of invoices.
- Monitor invoice payments, ensuring all outgoing invoices are settled in a timely manner.
- Maintain a highly organized filing system and assist in general office administration.
- Respond to office phone calls promptly, addressing inquiries with professionalism.
- Check and verify delivery orders against packing slips for accuracy.
- Assist in managing open violations and provide support with compliance resolution.
- Aid in coordinating annual tent and BBQ sales events.
- Support NJ maintenance requests within the AS400 system.
- Perform various other office duties as needed to support the property management team.
Qualifications:
- Strong organizational skills with exceptional attention to detail.
- Basic knowledge of Excel with the ability to manage and update spreadsheets effectively.
- Excellent communication and interpersonal skills, with the ability to interact professionally with vendors, staff, and clients.
- Ability to manage multiple tasks efficiently, working well under pressure to meet deadlines.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Prior experience in property management or a related field is preferred.
- Self-motivated and able to take initiative in a fast-paced work environment.
Why Join Us?
This is a fantastic opportunity to become part of a reputable company in a growing industry. If you are a proactive individual with excellent organizational skills and a passion for supporting property management operations, we encourage you to apply.