Facilities Coordinator

Overview

Na Aliʻi is looking for a Facilities Coordinator to support the success of the Nakupuna Companies by providing facilities and administrative support in a fast-paced office environment with various moderate tasks and functional activities.    

Responsibilities

The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign additional duties and responsibilities to this job at any time. This position reports directly to the Facilities Project Manager. 

 

Conference Room and Technical Support

• Assist users in the configuration, use, and setup of meeting rooms and meeting room technology
• Book or reserve internal or external conference rooms for various project teams
• Responsible for clerical and organizational tasks, including organizing, scheduling appointments, assisting other staff members, and drafting correspondences or messages.
• Greet employees and visitors
• Restock office and kitchen supplies 

Team Member Support

• Arrange and send bereavement flowers
• Send a new baby gift package
• Oversee the FreshService help desk to address and resolve issues
• Prepare and dispatch business cards to requesters
• Assist with onboarding swag distribution
• Shipping Point of Contact 

Events

• Partner with office leadership, FM Program Manager, and HR Concierge to coordinate and execute events, ensuring alignment with company culture and objectives. 

Facilities Maintenance 

• Oversee all activities inside the building, ensuring health and safety standards are met and arranging for repairs when needed.
• Plan and manage central services such as reception, cleaning, catering, and parking.
• Place service calls as needed for office equipment under maintenance contracts.
• Coordinate a range of facility maintenance requirements directed by the Facilities Department.
• Complete a monthly Preventative Maintenance Walk to identify office issues 

Facilities Project Support

• Access Control POC.
• Supervise maintenance and repair of facilities and equipment.
• Oversee facility refurbishment, renovations, remodels, and construction.
• Implement best practices to increase efficiency.
• Obtain quotes from vendors and suppliers.
• Calculate and compare costs for goods and services to maximize cost-effectiveness. 

Special Projects

• Additional projects and responsibilities may be assigned based on business needs.

Qualifications

Skills/Qualifications: Organizational and planning, excellent communication, customer service, organization, and problem-solving skills.  Problem analysis, attention to detail and accuracy, solid judgment, and decision-making ability; takes the initiative, is adaptable, and is customer-oriented with solid judgment.

  

Education / Experience:

• High School Diploma or GED equivalent is required. An associate degree is preferred. 
• The ideal candidate must thoroughly know Microsoft Office 365, Windows, Office, and desktop software.
• Experience in or working for the U.S. military is also highly desirable.
• Must be a U.S citizen. 

Competencies: 

• Customer Service - Responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; edits work for spelling and grammar; is able to read and interpret written information.
• Teamwork—Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts the success of the team above one's own interests; supports everyone's efforts to succeed.
• Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethics; Upholds organizational values.

Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:  

• Ability to perform repetitive motions with the hands, wrists, and fingers.  
• Ability to engage in and follow audible communications in emergency situations.  
• Ability to sit for prolonged periods at a desk and working on a computer. 

 

The Nakupuna Companies use a market-based compensation strategy to ensure that our employees are compensated within applicable market ranges commensurate with multiple factors, including but not limited to the individual’s particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability, organizational requirements, and position location. The projected compensation range for this position is $55,000.00 to $65,000.00 (annualized USD). The salary range displayed represents the typical salary range for this position and is just one component of Nakupuna Companies total compensation package for employees.