Facilities Administration Coordinator

Title: Facilities Administration Coordinator
Company Description: Global Retail Platform
Location: Elmont, New York
Salary: $72K-$85K
Hourly rate is commensurate with experience and is an estimated range provided by JBC.
Responsibilities: 

• Facilities Management Operations
  • Ensure that all PPMs are automatically generated as per the scheduled manufacturer recommendation in the Building Maintenance System (BMS)and updated as needed
  • Assess and handle reactive work orders, ensuring they are correctly prioritized and have clear descriptions
  • Monitor job progress, and where necessary, update requesters on progress
  • Obtain approvals to replenish stock when notifications are received from Planon
  • Create and update contractor records in Planon
  • Troubleshoot Planon issues raised by end users, liaison with IT and the Planon governance team as appropriate.
  • Supported by FM, store new / changed asset data in Planon and the Information Management System (IMS), ensuring the data is complete and accurate.
  • Report on reactive and planned maintenance data, including creating new FM reports as required to analyze performance.
  • Collaborate with the Planon system owner in raising potential improvements to the system
  • Support FM with creating asset QR codes from within Planon, for asset tagging
  • Notify the primary maintenance provider of any new asset details and updates to equipment warranties

  People

  • Communicate effectively and develop positive relationships with key stakeholders
  • Work in collaboration with colleagues, in particular with Planon admin team members at other villages
  • Constructively engage all stakeholders – employees and maintenance suppliers
  • Seek out opportunities for professional development

  Continuous Improvement

  • Produce metrics and reports for the FM team which provide operational insight and areas of focus for continuous improvement
  • Promote the use of the Planon system within FM staff and customers within the Village
  • Highlight, identify, assess, and resolve problems that arise in order to mitigate risks
  • Contribute to strategic FM operational planning

  Finance

  • Support FM in protecting assets, by maintaining PPM schedules, information relating to asset condition surveys, and the asset register in Planon
  • Assist in reporting that supports asset life cycle planning
  • Contribute to the development of the village’s long-term capital program, utilizing data held in Planon

  Corporate Governance, Health & Safety (H&S), and Environment, Social and Governance (ESG)

  • Evaluate the performance of PPMs and work orders relating to H&S and ESG
  • Assist with the regular review of the department’s risk assessments and method statements
  • Ensure all legal requirements and documents are up-to-date in Planon and highlight any issues
  • Report on agreed compliance standards
  • Monitor and report on sustainability metrics including performance against demanding sustainability targets
  • Promote H&S through system development and management of contractors

  Adopt a ‘Four Pillars’ Approach Ensuring Coordinated Delivery of Services

  • Drive continuous improvement and promote delivery of the Four Pillars (Retail, Real Estate, Hospitality and Creation of Experience)
  • Collaborate with other departments / colleagues to ensure services are delivered efficiently and in a timely manner

Requirements: 
Essential

• At least 12-24 month’s experience in a facilities management / real estate environment
• Good knowledge of assets (buildings / equipment) typical of a retail environment
• Appreciation of safe systems of work / control measures
• Strong attention to detail
• Excellent interpersonal skills
• Proactive with the ability to work independently
• Fluent in English, both written and spoken
• Demonstrated interest in sustainability and willingness to embrace the brand

Preferred

• Holds a recognized Health and Safety qualification / certification
• Experience of working in the luxury hospitality, commercial or retail environment
• Experience of operating / maintaining Planon or similar Facilities Management system