Website Lifetouch, a Shutterfly Inc. Company
Our purpose is to make memories...
Lifetouch has an exciting opportunity for a Property/Facilities Management Coordinator II. This role provides overall facilities management coordination and support of the Lifetouch Viking Drive, Lifetouch Photography Support Center (LPSC) and to the Facilities Management Team. The Property/Facilities Management Coordinator II serves as the first point of contact for internal and external customers, coordinates day-to-day activities on numerous office service processes, interacts with all level of employees and investigates issues and takes the appropriate action to rectify situation.
Primary Duties and Responsibilities
- Provides facilities coordination:
Updates, creates, oversees, and modifies the facility work order system for Lifetouch Viking Drive & LPSC. Ensures work orders are completed and assists team with reconciliation of work order issues and reporting.
Oversees the management and content of the Facilities Management SharePoint page; assists with building communications.
Assists the Facilities Planner in reconciling staffing space issues; assists in the move/add/change (MAC) process as directed.
Assists in the event of a building disaster, emergency or security failure.
Serves as Facilities first point of contact for internal customers.
Provides employee name signs and oversees interior building signage program.
Assists with the placement and hanging of artwork throughout Viking Drive.
Assists in trouble shooting of general facility issues and problems throughout the properties. Coordinates solutions between Facilities, vendors, IT and end users.
Coordinates conference center & audio-visual (AV) services:
Coordinates the scheduling process of all common area conference rooms; interacts with IT on Outlook & Google scheduling issues.
Oversees the appropriate set up of rooms based on customer requirements; ensures proper supplies and meeting items are provided to end user.
Facilitates meetings for larger conference or external meeting requirements; liaison between security, reception, food service and communications as necessary.
Serves as the point of contact for all conference center AV requests.
Ensures AV system is operating within defined service levels and that customer satisfaction is met. Coordinates all service request to/from facilities to AV contractor.
Reviews and approves invoices for payment from 3rd party contractors.
Coordinates AV inventory and equipment to ensure adequate support to perform meeting functions.
Coordinates facility office services and special projects:
Assists the Director, Facilities Management with the day-to-day administration of the contracted janitorial program.
Assists with the document management program; works closely with end users on the operation of copiers/multi-functional devices; serves as a liaison between end user and third-party supplier; reconciles invoices and prepares for payment; understands program guidelines and interacts with Supply Chain as necessary.
Assists the Facilities team with third party office support suppliers such as coffee refreshment services, exterminators, fitness center equipment, ATM, vending equipment, wood repair, cafeteria, first aid, etc.
Provides general administrative services and support to facilities management team:
Coordinates invoice processing, credit card reconciliation and department file management.
Processes invoices and set up of contracts using the LSN (Ariba system).
Assists Director with administrative tasks as assigned.
Maintains general oversight of Facilities team IT equipment, space and supply needs.
High School diploma or equivalent
Post-secondary course work or associated degree in facilities or business fields preferred
2 – 5 years of experience with audio-visual and conference management scheduling systems
2 – 5 years of experience providing administrative or executive level support
Other (knowledge, skills, and abilities):
- Experience overseeing third party contractors and assisting in facilities projects preferred
Project management preferred
Ability to work with all levels of employees within an organization
Good organizational and communication skills
Strong time management skills and ability to prioritize workload
Strong team player, flexible, and enjoys working with people
Strong customer service skills
Strong working knowledge of Microsoft Office Suite
Ability to be self-directed
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