Full-Time Regular 40 hrs/wk
Tampa, FL, US
Requisition ID: 1260
Job Description:
The Facilities Project Coordinator works with local leaders and BRP IT, Marketing, Accounting and other supporting functions to ensure that each assigned facility delivers a positive working environment for colleagues, clients and visitors. The Facilities Project Coordinator is responsible to ensure the efficient delivery of facility specific projects and services as required, managing small project teams to execute facility improvements, moves, opening, closings and consolidations. The Facilities Project Coordinator establishes and maintains a real property asset inventory for each facility assigned. Between 25%-50% travel expected to oversee projects for, and conditions of, assigned facilities.
Essential Duties and Responsibilities:
- Assists the Facilities Manager (FM) with executing assigned projects, managing from inception to successful and timely completion
- Makes recommendations and implements approved organization-wide policies impacting facilities management operations that are consistent with business needs and culture
- Assists in the definition of facilities project scope, budget, timeline, and objectives, involving all relevant stakeholders
- Performs risk management to forecast and minimize project risks
- Manages and recommends changes to project scope, project schedule and project costs as needed
- Develops spreadsheets, diagrams, and process maps to analyze and document facility needs, and processes as required
- Maintains a project portfolio including a breakdown of each initiative and how they line up from a priority perspective
- Measures project performance and results using appropriate tools and techniques
- Ensures furnishings and equipment for each assigned facility are in proper working order and available for use
- Maintains facility physical space, ensuring a safe, clean, and functional environment which meets local and federal regulations in assigned geographical area
- Receives, manages, and processes work order requests; ensures issues are resolved quickly
- Acts as liaison between Regional Firm Administrators (RFA’s) and any outside contractors or vendors needed to resolve specialized problems in your geographical area
- Sources and schedules contractors and vendors to resolve facilities related issues in your geographical area
- Establishes and maintains positive working relationships with relevant third-party vendors and service providers
- Drafts and implements preventive maintenance schedules for buildings and equipment as required for each assigned facility
- Implements preventative maintenance contracts as required (i.e. HVAC, plumbing etc.)
- Ensures safety standards are followed throughout assigned Facility locations through regularly scheduled audits and reporting
- Participates as a member of the disaster preparedness and emergency response planning team and actively supports local facility leaders with disaster preparedness and emergency response training and resources as required
- Establishes, manages, and updates a real property asset inventory for each facility assigned
- Performs other related duties as assigned
Skills & Experience Desired
- Excellent organizational skills with high detail is required
- Excellent interpersonal skills, ability to communicate and connect with multiple levels of leadership, inside and outside the Firm, is required
- Excellent diplomatic communication skills, verbal and written, that are clear, quick, and concise is required
- Experience with managing projects on their own and leading project teams is required
- Intermediate experience with Microsoft Excel, Word, PowerPoint and Outlook is required
- Experience with facilities, project or real estate management is highly preferred
- Multi-site oversight experience is preferred
- Proficiency in project management software tools is preferred
- Demonstrated ability to understand and evaluate problems and present viable solutions is required
- Proven ability to work as a team with a results-driven approach is required
- Must demonstrate the firm’s core values, exuding behavior that is aligned with corporate culture.
Special Working Conditions:
- Fast paced, multi-task environment
- Cross-functional with a very high degree of personal interaction
- High use of project management technology and virtual team tools
- Undefined and ambiguous processes that require the ability to find creative solutions, self-motivation, high energy, and a driving yet flexible disposition
- May present to senior executives in formal settings
- Predominantly an office environment, though travel is frequent and expected
- Up to 50% travel may be possible though not immediately expected
Important Notice:
This position description is intended to describe the level of work required of the person performing in the role and is not a contract. The essential responsibilities are outlined; other duties may be assigned as needs arise or as required to support the firm.
This position requires driving a vehicle on behalf of the firm. Regular local and/or regional travel is expected for meeting with clients/colleagues at other locations. Therefore, the incumbent must possess and maintain a current, valid driver’s license in their state of residence and will be subject to annual Motor Vehicle Checks per our firm’s auto insurance policy requirements.
