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Facilities Coordinator

We are looking for a Facilities Coordinator who is thrilled to be a key contributor to our team. This critical role will be responsible for the traditional aspects of office management as well as the numerous events, all-hands meetings and programs that drive our culture. This person will take accountability for working with the Management Team in creating and maintaining a safe, productive and fun workplace.

The ideal candidate thrives in a fast-paced environment, anticipates problems, and takes initiative. The position will be responsible for daily office operations and support our LA office in Playa Vista which encompasses over 26,000 sq ft and more than 100 people. The person in this role will be our go-to team member for office related needs, including operational services, vendor, cleaning, mail/delivery, and repair coordination and supervision, and general workplace support. Accordingly, the person must have the ability to communicate across the entire organization to gather feedback, assess needs and execute projects in both a timely and budget conscious manner.

Responsibilities:

• Oversee and maintain office needs; supplies, décor, policies, procedures, maintenance, safety, equipment, etc.
• Direct vendor activities that include the scheduling of repair and maintenance needs as required; closely monitor progress to ensure quality of work.
• Ensure that our office is kept clean by providing feedback to our cleaning service, and that spaces are maintained at all times of the year.
• Monitor and review internal and building work orders to ensure that assignments are responded to and completed in a timely manner.
• Manage space planning; workspace assignments, coordinate moves and restacks; maintain accurate floor plans and seating charts.
• Manage office vendor relationships and billing procedures.
• Coordinate with security officer to ensure they greet guests, enforce COVID protocols, have NDAs signed, are monitoring the safety of our office and people, and managing parking lot and tandem space use.
• Responsible for invoice processing and accuracy of cost center coding.
• Inspect and provide direction and follow-up with janitorial, security and other service providers regarding issues that do not meet standards.
• Facilitate events and team building activities as well as food deliveries as needed.
• Participate and develop plans/services for continuous improvements and be accountable within budget.
• Receive and distribute all mail and deliveries.
• Work with Human Resources team to identify and secure local benefits and perks for on-site staff, such as partnerships with nearby gyms, parks, clubs, etc.
• Create a positive atmosphere of professionalism, inclusivity, and support.
• Keep up to date and implement COVID-19 related safe work practices for the studio.

Requirements & Skills:

• Ability to be on- site in our LA office 5 days a week during regular business hours
• General knowledge of office equipment
• Outstanding verbal and written communication skills
• Ability to communicate effectively with a variety of contacts, including executives, senior management and all levels of employees, as well as outside vendors and contractors
• Work with their Manager to organize events and activities for the team, and execute on the plan
• Highly adaptable, comfortable with change, capable of quickly rallying teams and resources around key projects
• Strong organizational and interpersonal skills
• Ability to work independently in a fast-paced environment.
• Great software skills, including proficiency in Microsoft Word, Excel, Outlook, and PowerPoint
• Familiarity with building systems and equipment (HVAC, electrical, plumbing) a plus
• Experience with Security/Access Control Systems a plus

Qualities:

• Open-mindedness and a collaborative spirit
• Passion with regards to providing the best and safest work environment
• Ability to think fast, multitask, highly organized and detail oriented
• Committed to continuous improvement
• Ability to handle confidential information