"Alerted.org

Description

Responsibilities:

* Provides excellent customer service to staff and tenants of Indiana Farm Bureau Insurance both in Field Office locations.

* Coordinates and oversees the tasks and activities of our Field Office service providers, including but not limited to housekeeping, landscaping, pest control, and document shredding.

* Coordinates and oversees various preventive maintenance programs in our field offices, including but not limited to HVAC preventive maintenance, carpet cleaning, fire safety equipment inspections, and water filter replacements.

* Reviews, approves, and dispatches service and maintenance work requests from staff and service providers in the Field Offices, including but not limited to lighting repairs and replacements, furniture repairs, signage installation and replacements, small design related

* Responsible for contractor and vendor contract management, including but not limited to generating contracts, reviewing drafts, coordinating execution and filing. Also responsible for obtaining and filing certificates of insurance, W-9’s, lien waivers and any other documentation required by the contract.

* Responsible for data management in the Field Office alarm system monitoring software including but not limited to updating and monthly auditing of access codes, zone modifications, equipment repair and replacement, and documentation of monthly testing.

* Ensures the integrity of property metrics, project metrics, and service provider metrics data in our facilities management databases.

* Completes the closeout process of Field Office projects, including but not limited to contract closeout, archiving of project folders, and review and documentation of all projects related warranty and equipment maintenance information.

* Responsible for coordinating and maintaining field office as-built information, including but not limited to as-built floor plans, EVAC map implementation, photos, staff nameplates, and O&M information.

* Responsible for maintaining and updating all information within the facilities management software, including but not limited to equipment information, preventive maintenance procedures and schedules, office location information, and office lease documentation.

* Utilizes ImageRight to receive, review, code, and route department invoices to the appropriate individuals for approval.

* Processes monthly rent for all leased Field Office locations and sets up rent payment processes for all new office locations as required.

* Assists with other Lease Administration tasks, including lease renewals, exercising of lease options, and review of new lease agreements.

* Assists with strategic real estate reporting, including but not limited to occupancy and utilization metrics, meeting room management and metrics, heat map updates, and annual real estate operational expense reporting.

* Maintains and updates Facilities’ Business Continuity Documentation and Safety Data Sheet Information

Requirements for Success:

* Associate degree in related field or equivalent work experience.

* 3 years of administrative experience. Property management experience preferred.

* Some experience with vendor management, contract management, and lease administration.

* Excellent listening, written, and verbal communication skills.

* Strong attention to detail and organization skills.

* Ability to prioritize, multitask, and switch gears quickly in a fast-paced environment. Must be comfortable and responsive to changing plans/directions as the needs arises.

* Excellent time management skills.

* Ability to problem-solve and make decisions based on analysis.

* Ability to handle confidential information.

* Proficiency in Microsoft Office.

* Proficiency with company and industry-related software to perform essential job functions.

\#HO #LI-SB1

Qualifications

Education

Required

+ High School or better

Preferred

+ Bachelors or better

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

Job Category: Finance

Job Type: Full-Time

225 S East St

Indianapolis, IN, USA, 46202

ReqID: ASSIS005340