Facilities Coordinator

Facilities Coordinator – We offer a competitive benefits package!

The Company:  GIA is the world’s foremost authority in gemology. GIA is a global organization with headquarters located in Carlsbad, CA. GIA in Carlsbad boasts a 17-acre ocean view campus that accommodates approximately 800 of its 3,400 total employees worldwide. It offers many competitive health and commuter benefits that promote the well-being of its employees as well as that of the environment.

The Location: This position is located in Carlsbad, California at our corporate headquarters.

What to expect:

• We offer competitive medical, dental, vision and matching 401-K plans

• Paid vacation, sick and holidays, tuition assistance, commuter benefits

The Environment:

• On-site cafe - affordable custom breakfast and lunch meals and Starbucks drinks!

• Economic friendly services - electric vehicle charging stations on-site

• Ergonomic assessments offered on-site and virtually

Job Overview:

The Building Service Coordinator demonstrates superior customer service and a sense of appropriate urgency and
communication with internal customers, contractors and Facilities management. Provides support to internal
customers, Facilities/Building Management Services and the Facilities department, utilizing the Facilities work order
system to assign work to appropriate technician or vendor. Schedules preventive maintenance and responds to
building-equipment emergencies and other reported issues on an ongoing basis, serving as a liaison between our
internal customers and outside contractors and suppliers. Assists with inventory and ordering of janitorial supplies and
coffee services. This position works closely with the janitorial team under the guidance of the Facilities Manager.

Key Responsibilities:

Schedules preventative maintenance - responds to urgent maintenance calls and participates in the
creation of emergency preparedness plans.
• Coordinates and schedules contractors, service vendors and visitors with Security for campus access
and directs or escorts them to appropriate area or person. May also be required to escort vendors
while onsite during after-hours and weekends on occasion.
• Manages facilities work order system (FM Works) and processes/assigns work orders to the
appropriate technician or individual. Proactively follows up on outstanding work orders and concerns
using system-generated reports.
• Manages “Conference Rooms Scheduler” in SharePoint and generates/creates weekly spreadsheet
schedules for conference/training and meeting room set-ups and turnovers with Building Services
staff. Will be required to setup rooms per the meeting room requests.

Inventories and submits orders for janitorial and coffee supplies.
• Processes and fulfills Janitorial day porters request for supplies.
• Monitors & responds to the Facilities inbox for reported requests and issues.
• Manages retention or archive system with Iron Mountain, scheduling deliveries/pick-up of storage files
per a barcode system. Inventories and orders related supplies as necessary.
• Monitors and supports the janitorial team with the Lab trash retention policy.
• Assists the facilities team with minor installations, installation and removal of signage, moving
furniture, and assembling office task chairs.
• Prepares and stages minor shipping needs via FedEx & UPS.
• Reviews, balances and processes invoices for manager’s signature and routes to Accounts Payable.
• Research and collect information for Purchase Requisitions for department services and purchases.
• Assists in compiling data for maintaining spreadsheets/reports in Excel database. Inputs invoices to
manage cost data in purchasing database.
• Prepares outgoing mail and correspondence including, but not limited to, electronic mail and
facsimiles.
• Organizes and maintains file system(s) including, but not limited to, specialized department files and
records, i.e., As-builts, blueprints, technical drawings & schematics, & MEPS.
• Manages daily administrative details to ensure efficient and effective office operations.
• Screens and routes incoming Facility mail, email and calls; routes inquiries/issue to appropriate
personnel. Fields phone calls from internal customers related to facilities/vendors issues and
concerns. Problem solves by active listening to gather data, pinpointing and prioritizing what needs to
be addressed/resolved and by whom.
• Other duties as assigned.

Skills & Abilities:

Language skills: ability to read, comprehend and follow standard procedures or instruction in local language
(proficiency in reading, writing and speaking in English required)
• Communication skills: communicate professionally (communicate respectfully, listen, articulate/explain issues, use
nterpersonal skills: creates positive interactions with colleagues; actively communicates with others in a timely &
professional manner; maintains good working relationship with others and peers with a team-oriented mind set.
Ability to share knowledge with others to enhance collaboration
• Problem Solving: identifies basic problems and fixes or escalates as required; uses fact finding to determine the
best approach to solve problems; applies basic analytical thinking to clarify issues and propose solutions with
sound judgement and decision-making abilities
• Computer skills: Basic knowledge of MS Office (Excel, Word, PowerPoint)
• Detail-oriented/Ability to focus and complete tasks assigned in a timely manner
• Ability to multi-task, prioritize, and manage time effectively
• Ability to learn, understand and follow Standard Operating Procedures
• Ability to learn and use basic office equipment.
• Maintains & fosters sensitivity and respect for cultural diversity

Minimum Qualifications:

High school diploma or equivalent;
• 2+ years of experience in facilities coordination, building operations, property management, or related field
and/or training; or equivalent combination of education and experience preferred.
• Strong organizational and coordination skills
• Ability to manage multiple priorities and work under minimal supervision
• Strong communication and customer service skills

Pay Range: $20-$26 per hour.

An Equal Opportunity Employer
All employment decisions are made without regard to unlawful considerations of race, sex, religion, national origin, age, disability, or any other legally protected status. Reasonable accommodations are available upon request.

Disclaimer: This job description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification and it may be changed by management at any time. Other duties may also apply. Nothing in this job description changes the at-will employment relationship existing between the Company and its employees.