"Alerted.org

General Description:

We are seeking a highly organized and proactive Senior Workplace Services & Projects Coordinator to join our team. This individual will play a critical role in overseeing the day-to-day coordination of facility operations and office events. The successful candidate will ensure that the facility is maintained to the highest standard and that meetings and events are efficiently planned and executed. This position is required to be in the office 5 days a week (M-F). Join a collaborative team dedicated to creating a safe and productive work environment. We value innovation, teamwork, and open communication.

Essential Functions of the job:

Facilities Operations:

+ Oversee the maintenance, cleanliness, and safety of the office or facility space.

+ Coordinate and schedule routine maintenance, cleaning, and repair services with external vendors and internal teams.

+ Conduct regular inspections to ensure the facility meets health and safety standards.

+ Ensure all office equipment and furnishings are in working order.

+ Maintain inventory and order supplies for the office, kitchen, and meeting areas.

+ Address and resolve facilities-related issues promptly to ensure a smooth working environment.

Office Events Coordination:

+ Coordinate the scheduling, setup, and execution of internal and external meetings and events.

+ Manage room bookings, catering, audiovisual equipment, and any other necessary arrangements.

+ Serve as the point of contact for meeting/event inquiries and ensure all logistics are communicated effectively.

+ Collaborate with teams to ensure all event objectives are met, from planning to execution.

+ Assist with virtual meetings by coordinating with IT support.

Vendor Management:

+ Liaise with vendors and service providers, ensuring the quality and cost-effectiveness of services.

+ Negotiate with vendors (cleaning, catering, etc.) and ensure all services are provided as agreed.

+ Work closely with other departments to support their facilities and event needs.

Administrative Support:

+ Maintain accurate records of facility usage, event schedules, and maintenance activities.

+ Assist with any additional administrative tasks as needed to ensure smooth operations.

Supervisory Responsibilities:

+ N/A

Computer Skills:

+ Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)

+ Event schedule and calendaring

Other Qualifications:

+ 2-3 years of facilities management and event coordination experience

+ Strong attention to detail and problem-solving skills.

+ Ability to work under pressure and meet deadlines.

+ Flexibility to work outside regular hours, as needed, for event coordination.

+ Strong organizational and multitasking skills, with an ability to prioritize tasks effectively.

+ Excellent communication and interpersonal skills, with the ability to work across departments.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.