Facilities Coordinator
Location: Hybrid, Rochester, MI
Employment Type: Full-Time
Compensation: $50,000.00 - $65,000.00 (Range applies to US candidates only) + Benefits/Variable Comp/Equity - Range may vary based on experience.
Benefits Offered: Vision, Medical, Life, Dental, 401K
Summary
The Facilities Coordinator is a values-driven and highly motivated professional dedicated to delivering an exceptional experience for employees and guests. This role is responsible for overseeing office operations in a fast-paced environment while maintaining the highest standards of excellence.
Partnering closely with the Director of Facilities, Facilities Operations Manager, and Workplace Experience & Facilities Manager, the Facilities Coordinator provides essential administrative support while also taking initiative in managing vendors, procurement administration, security access systems, and building maintenance. This position requires a proactive individual who is comfortable giving direction to vendors and stakeholders, taking ownership of projects to improve processes, and developing a deep understanding of industry best practices and project objectives.
Primary Duties and Responsibilities
Vendor & Contractor Coordination
- Procurement SME, main point of contact for facilities vendors, manage global vendor agreements, legal document requests through Coupa, CLM; NDA, GSA requests, global setup, vendor onboarding in procurement software, purchase orders and change requests submissions, and track PO and change requests through complete Procurement cycle.
- Liaison with landlord and property management and coordinate with outside contractors for the service and repairs of facilities equipment globally.
- Request, review, and submit work orders, bids, and proposals from global vendors.
- Be on-site for all Facilities vendors and security vendor visits for Michigan locations.
Building and Maintenance Operations
- Manage Workplace Service Delivery and lead training when needed.
- Manage global work order tickets through Case Management, perform day-to-day oversight, tracking and completion of tickets/work orders, reporting, and providing status updates to and working directly with vendor partners, contractors, WEM&FM, FOM and Office Managers.
- Manage, schedule and oversee repairs & maintenance, planned maintenance programs, and emergencies and be readily available 24/7 for emergency repairs, security calls, and incidents within OneStream offices globally.
- Oversee and manage data entry for facilities-related projects through various internal programs and project management programs such as ServiceNow, Workplace Service Tool, KeyedIn, and Microsoft Planner.
Building Security and Compliance
- Administer and maintain multiple global security systems, submit, track, and complete work order tickets, partner with the Facilities Technology Program Manager, Security Information team, and provide weekly reporting.
- Manage and track monthly compliance & security checklists and risk assessments globally.
- Schedule and document maintenance and repairs on building equipment globally, per compliance requirements, and provide weekly reporting to FOM, WEM, and FD.
- Manage and execute any checklist for maintenance and ensure life safety globally.
- Lead and participate in life & safety procedures by scheduling required events: such as fire drills, designating floors wardens, CPR/AED training, and emergency procedures updates.
Space planning and Office Expansion
- Development, management and tracking of RFIs, RFPs and bid packages. Provides reporting to WEM, FOM, and FD.
- Partner with FOM on construction calls. Lead data entry, project tracking, invoice tracking, logging, and provide weekly construction progress updates, meeting minutes, post-mortem meeting, etc.
Office and Workspace Management
- Lead ad hoc projects such as overseeing office moves, decommissioning, supporting new offices, vendor management, and managing workplace-related partnerships globally.
- Provide in-office coverage for Office Manager(s), i.e., conduct vendor site visits, front desk coverage, as needed.
Budgeting and Cost Management
- Manage global repairs and maintenance budget and purchase orders per office location in partnership with Workplace & Facilities Manager.
- Assist with global budgetary requests, manage and track construction budgets upwards of 2M and provide weekly reporting to FOM and FD.
Required Education and Experience
- 4-6 proven years of experience Facilities Coordinator capacity including experience in similar role managing multiple offices.
- Experience interacting and coordinating with external vendors, senior executives, and other company stakeholders.
- Experience and proficiency working in project management systems KeyedIn, Microsoft Project and/or similar.
- Experience and proficiency working in procurement and invoicing systems, Coupa and/or similar.
- Experience and proficiency working in facilities systems and reporting.
- Experience and proficiency working in ServiceNow Workplace Service Delivery systems and reporting and/or similar.
- Able to lift up to 50 pounds.
- Proficient in Microsoft Office Suite/Microsoft 365 Microsoft Office (Outlook, Word, PowerPoint); specifically, with Excel, SharePoint, Teams, and Microsoft Projects.
- Experience and proficiency using IWMS software (Integrated Work Management).
- System (IWMS) or CMMS software (Computerized Maintenance Management System).
- Experience with facilities operations.
Knowledge, Skills, and Abilities
- Positive attitude with a ‘can-do’ spirit.
- Strong customer service and hospitality mindset.
- Excellent interpersonal and communication skills; able to engage with all levels of management.
- Detail-oriented with strong organizational and planning abilities.
- Ability to multitask and prioritize effectively in a fast-paced environment.
- Adaptable and flexible in a high-growth, dynamic setting.
- Remains calm and organized under pressure.
- Proactive with a strong sense of ownership and decision-making ability.
- Excellent listening and communication skills.
- Legally authorized to work in the country where this position is located without sponsorship.
Travel
- Ability to travel quarterly as required for the role.
Who We Are
OneStream is how today’s Finance teams can go beyond just reporting on the past and Take Finance Further™ by steering the business to the future. It’s the only enterprise finance platform that unifies financial and operational data, embeds AI for better decisions and productivity, and empowers the CFO to become a critical driver of business strategy and execution. Our vision is to be the operating system for modern finance, digitizing core financial functions and empowering the CFO to become a critical driver of business strategy. To learn more visit www.onestream.com.
Why Join The OneStream Team
- Transparency around corporate structure, salary, and benefits
- Core value of customer success
- Variety of project work (not industry-specific)
- Strong culture and camaraderie
- Multiple training opportunities
Benefits at OneStream
OneStream employees are passionate, hardworking individuals who go above and beyond to keep our customers happy and follow through on our mission statement. They consistently deliver the best and in turn, we make every effort to keep them cared for and happy. A sample of the benefits we provide are:
- Excellent Medical Plan
- Dental & Vision Insurance
- Life Insurance
- Short & Long Term Disability
- Vacation Time
- Paid Holidays
- Professional Development
- Retirement Plan
All candidates must be legally authorized to work for any company in the country where this position is located without sponsorship.
OneStream is an Equal Opportunity Employer.
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