Facilities Administration Coordinator

Elmont, New York Retail Posted October 19, 2023
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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.

  • 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


    • 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


    • 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


  • 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


  • 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
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