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Facilities Coordinator

Job Description

Another Source’s client, McKinstry, is recruiting a Facilities Coordinator to join their Work Space Solutions team.
Here’s a little about McKinstry and the position they are recruiting for:
At McKinstry, we’re proud to be a collective group of innovators and problem solvers, builders and engineers, mentors and students. We strive to create an engaging work environment that empowers you to do the work you are passionate about.
We believe deeply that energy and facility services, engineering and construction are revolutionizing the built environment – and if you’re driven by our mission to transform ideas into meaningful relationships and together, build a thriving planet, McKinstry may be the place for you.
Total collaboration and a diverse, employee-centric work experience are what we can provide for you. Integrated delivery and true consultative partnership are what you will help us provide for our clients. Our culture is what differentiates us and because of this, we seek exceptional talent that believes what we believe.
Purpose Statement: 
Responsible for a wide range of customer-oriented support services concerned with the management and maintenance of the owner and operating company's real estate, services and facilities.

  • Third party vendor management:
    • Oversee all contracts with vendors, ensuring renewals are completed accurately and timely.
    • Support rebidding processes including preparation of bid materials, Request for Information, Requests for Proposals and other related deliverables for third party services as directed by Portfolio Manager or Director. Track, monitor, manage and assess responses. Prepare executive summaries and business cases for vendor recommendations. Develop budget, scopes of work and schedule. Manage rebidding process to successful completion and insure timely and satisfactory vendor transition and onboarding.
    • Day-to-day monitoring of vendor performance to assure full compliance with standards established within specific service agreements.
    • Routinely solicit, collate and track internal customer and external feedback regarding third party services; make recommendations based on feedback gathered and implement changes as instructed by Portfolio Manager.
    • Understand and report out on key operating expense metrics to insure facility costs meet budget and are comparable with industry standards. Identify areas for cost-saving.
  • Partner closely with Portfolio Manager to ensure robust and consistent out of office plans, on-boarding plans, off-boarding plans and training documents for all company new hires, vendors, and temporary team members.
  • Maintain security access system card key database. Insure all employees are provided with security access card key in compliance with company policies.
  • Serve as the subject matter expert on all space planning and relevant reporting needs including; space planning system functionality, data accuracy and integrity, development of documentation, team training and support additional space planning needs as assigned.
  • Execute space plans to accommodate new hires, new tenants, moves, adds and changes as directed by Portfolio Manager or Director. Ensure customer satisfaction upon completion of the work.
  • Execute tenant relations program to insure tenant satisfaction with leased premises.
  • Coordinate facilities and tenant improvement projects, including internal buildouts and moves.
  • Prepare monthly billings, contracts, and budget documentation as requested by Business Operations Analyst.
  • Track and monitor utility usage, costs, and trends.
  • Code and process invoices for payment, with oversight from Business Operations Analyst, as required.
  • Manage internal and external events.
  • Manage, improve and maintain all Corporate Facilities’ documentation.
  • Track and monitor facilities inventory, including but not limited to:
    • Emergency backpacks
    • Access cards
    • AED equipment and batteries
    • First Aid Supplies
    • Signage

Job Requirements


  • Undergraduate degree preferred.
  • Three to five years of facilities’ experience in a corporate environment required.
  • Enthusiastic team player with excellent communication skills, both written and oral.
  • Positive service attitude with initiative and a desire to make a difference.
  • Flexible, reliable, punctual, with a pleasant and professional presence and demeanor.
  • Organized, detail oriented, and able to independently manage and prioritize work from inception to completion.
  • Demonstrated ability to think critically, anticipate problems and identify solutions while incorporating differing stakeholder viewpoints.
  • Proven track record of excellent discretion and ability to handle confidential, professional and personal information.
  • Ability to effectively interact with a wide array of employees, clients and visitors.
  • Demonstrated proficiency in project management, vendor management, inventory management, space planning, move / add / change implementation and process improvement.
  • Proficiency in MS Office Suite required, inclusive of Visio and MS-Project.
  • Ability to read, scale and mark-up drawings. CAD or BIM experience preferred.
  • LEED or equivalent certification preferred, or demonstrated knowledge of sustainable
  • building practices.
  • Other industry certifications such as Certified Facility Manager (IFMA), Real Property Administrator (RPA) preferred.

Physical Demands and Work  Environment

  • Ability and willingness to travel regionally.
  • Physical ability to walk jobsites in uneven
  • Provide personal transportation for meetings and job visits away from the office; reimbursed.
  • Must be physically able to perform basic maintenance tasks to the highest caliber, which includes ability to: climb ladders, work in confined spaces, lift heavy objects weighing up to 50 lbs., 
  • Must be able to work weekends, holidays, overtime as required and be "on call" on a 24 x 7 basis for emergency 

The McKinstry group of companies are equal opportunity employers. We are committed to providing equal employment opportunities to all employees and qualified applicants without regard to sex, gender identity, sexual orientation, age, race, color, creed, marital status, national origin, disability, veteran status or any other basis protected by law. This policy applies to all terms and conditions of employment including, but not limited to employment, advancement, assignment, and training.
McKinstry is committed to strengthening our diversity through recruiting and retaining minority and women professionals from all backgrounds. Our commitment is consistent with our recognition that it is the outstanding people within McKinstry who have always been the source of our strength. We recognize that promoting diversity is an integral component of our continuing quest for organizational excellence.
This commitment to Equal Employment Opportunity is made equally as a social responsibility and as an economic and business necessity.
McKinstry is a drug-free workplace. Employment is contingent upon successfully passing a pre-employment drug and alcohol test, complying with the requirements of the Immigration Reform and Control Act and a Confidentiality Agreement, in addition to successful outcomes of background and reference checks.
Anyone with questions or concerns regarding Equal Employment Opportunity should contact their direct supervisor or the Human Resources Department without fear of retaliation of any kind.
Another Source works with their clients, on a retained project basis, to maximize the recruiting process.

Job Snapshot

Employment Type Full-Time
Job Type Facilities, Real Estate
Education High School
Experience 3 to 5 years
Manages Others Not Specified
Industry Architecture - Building, Real Estate - Property Mgt, HVAC
Required Travel Negligible
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Facilities Coordinator

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