Facilities Coordinator (Temporary) bei Marcus & Millichap Company

About Us

About the Company: Marcus & Millichap Company (MMC) is a real estate leader and pioneer with a diverse family of companies offering Real Estate Services, Real Estate Investments, and Real Estate Development. Each MMC company is a distinct fusion of real estate specialization and innovation, powered by a culture of loyalty that permeates throughout the Marcus & Millichap organization. To find out more about the company, visit www.mmcrealestate.com.

Please note, we are in a great location - near Caltrain - with good restaurants and shops all within walking distance.

Position Overview

Job Description: We are seeking a temporary Facilities Coordinator to support the Palo Alto office during the Facilities Manager’s leave of absence. This offers a unique opportunity to contribute to the operational excellence of the workplace on a temporary basis. Please note that the assignment is expected to last for 12 months; depending on business needs, the role may transition into a permanent position.

The Facilities Coordinator is responsible for the overall maintenance of the facility by collaborating closely with the appropriate Manager on the coordination and management of maintenance, repairs, and other projects. The Facilities Coordinator will collaborate with corporate tenants to resolve issues as they arise and will manage the Company’s corporate homes, which include maintaining the schedule and working closely with multiple service providers. As needed, the Facilities Coordinator will also provide backup coverage (i.e., lunch/break coverage, etc.) for the Front Desk. This role reports to the CHRO and temporarily assumes operational responsibilities of the Facilities Manager.

This is a full-time position with in-office, daily hours of 8:00 a.m. to 5:00 p.m.

Primary Duties & Responsibilities:

The position involves the following:

Facility Maintenance:

• Arrange maintenance with vendors, including but not limited to, asphalt repair, carpet cleaning/repair, door repairs, elevator, fire extinguishers and fire sprinklers, repairperson(s), HVAC, janitors, landscaping, office furniture (ordering new/repairing old), security patrol, security system, window/blinds repairs, etc.
• Manage building repairs and maintenance projects
• Update the emergency procedures manual and disseminate information to building staff

Office Service Delivery:

• Ensure all open cube areas, storage/copy rooms, conference rooms, and mailrooms are kept orderly
• Coordinate and maintain phone system upgrades as needed
• Issue/cancel keycards for new hires and terminated employees
• Responsible for keeping track of office keys and personnel who hold them
• Keep a log of all keycards and work with the IT department as needed
• Contact the security company for system repairs as needed
• Update the office contact list as necessary and disseminate info to staff and security company
• Set up new employee workstations (computer, network setup, phone, supplies, etc.)
• Identify space for employees as needed
• Assist with initial ergonomic assessment as requested
• Provide front desk coverage as needed

Client Relationship and Tenant Issues:

• Ensure tenant issues are resolved in a timely manner and keep a log of issues communicated with tenants

Manage Corporate Homes:

• Manage reservations
• Bill guests for usage monthly and track payments
• Oversee staff who maintain the homes (housekeeping, gardener, etc.)
• Buy supplies for corporate homes when needed
• Process invoices for the corporate homes
• Schedule repairs for the corporate homes
• Keep an inventory of the corporate home keys
• Create an annual budget for corporate homes
• Keep a maintenance log for repairs
• Maintain binders

Accounting:

• Approve Building and Corporate bills weekly
• Resolve billing issues with vendors
• Create budgets for the Building, Reception, Corporate Homes, and events, yearly

Events:

• Manage annual office events (adhering to budgetary guidelines)

Other projects and duties as required

Knowledge, Skills & Abilities:

• Ability to work well with management, vendors, and service providers
• Solid written and verbal communication skills
• Professional and positive attitude
• Punctuality is required
• Customer service approach to interacting with all levels within the organization
• Proven ability to work independently
• Strong attention to detail and ability to effectively manage multiple projects
• Ability to solve problems and handle competing priorities and deadlines
• Experience in Microsoft Office Suite (i.e., Word / Excel) is required

Education & Experience:

• A bachelor’s degree is required
• At least 2 years of experience in a corporate environment

Physical & Environmental Demands:

• Stamina to sit and/or stand for hours at a time
• Ability to transport, lift, or carry essential work-related materials or items, up to 20 pounds
• Body mobility to access a standard office environment with shelves and drawers of varying heights
• Required to work in an office environment and be able to travel to other site locations and/or applicable locations, as needed

Other Notes:

• Temporary workers are not eligible to receive Company-sponsored benefits, except as required by law
• Temporary workers do not accrue paid vacation time or receive holiday pay