Alco Investment Company

Human Resources

2958 6

Avenue South

Seattle, Washington 98134

206) 382-7344

206) 382-6548

We will be accepting applications for this job opening only between the opening and closing dates . Individuals who meet all of the requirements will be considered for an interview.

Job applications may be filled out in person at the address above or online at www.alaskancopper.com .

Date Posted : June 20, 2024

Closing Date : July 3, 2024

Job Title : Facilities Coordinator

Pay Rate : $70,000 to $85,000 (DOE)

Location : 33930 Weyerhaeuser Way S. Suite 150 Federal Way, WA 98001

Job Summary : The Facilities Coordinator will perform administrative roles related to database administration, expense administration and facilities management.

The employee will report to the Director of Asset Administration and will also work closely with the Director of Facilities.

Requirements to be Considered For Position :

• Strong work ethic and excellent emotional intelligence.
• Ability to perform consistently and professionally.
• Proficiency in Microsoft Office Suite; experience in Yardi systems is preferred but not required. Strong technological skills are also preferred.
• Ability to work independently and collaborate effectively with a team.
• Exceptional problem-solving skills.
• Strong ability to prioritize, organize, and manage multiple tasks simultaneously.
• Strong attention to detail.
• Effective verbal, writing, and communication skills.
• Three or more years of relatable working experience. Property management, facilities management, dispatching, vendor RFP and coordination, or project management experience preferred.
• Comfortable with fieldwork, including using ladders, accessing rooftops, and other on-site facilities.

Required Essential Job Functions / Duties :

Facilities Operations and Dispatching

• Administer the Yardi Facility Manager database by inputting and updating accurate data and status for Work Orders, Inspections, and Preventive maintenance, constantly and consistently maintaining the data quality.
• Assess the correct account coding and expense type to ensure all information recorded in Work Orders, Inspections, and Preventive Maintenance is accurate and properly classified.
• Monitor and follow through with procedures in processing Work Orders, Inspections, and Preventive Maintenance to determine and facilitate the completion of the next steps.

Strive to achieve effective work order completion rates.

Coordinate with technicians and vendors to assign and dispatch work for Work Orders, Inspection, and Preventive Maintenance.

Prioritize tasks by applying property management and facilities knowledge, considering the team's schedules and assignees' capabilities to ensure a productive and effective workflow.

• Communicate emergency responses to the team promptly. Monitor and manage communication channels such as Microsoft Teams, emails, and phone calls.
• Follow up on vendor lead times and scheduled completion dates, keeping tenants updated and utilizing the system for documentation.
• Solicit vendor quotes for Work Orders, Inspections, and Preventive Maintenance assignments. Validate quotes promptly against past expense records and current market rates and obtain managers' approval for purchase orders to proceed with vendor hiring.
• Attach critical correspondence to Work orders, Inspections, and Preventive Maintenance, correlating project and account codes and managing Related WO.
• Maintain up-to-date and accurate property information, including key box, alarm, security codes, etc., by updating and organizing data in shared platforms such as Dropbox folders, the Yardi system, and Monday.

com boards. Ensure all team members access the most current and effectively organized information, facilitating smooth operations and efficient communication across the organization.

• Provide on-site support to the facilities team as required for project facilitation and task coordination with vendors and technicians.
• Engage in on-site property visits to strengthen tenant, vendor, and team relations and gain practical property and building knowledge by working alongside on-site personnel.

Facilities Administration

Assist with onboarding all facilities information into Yardi Facility Manager, ensuring the seamless systemization and automation of recurring operational processes.

This includes managing equipment, scheduling and conducting inspections, coordinating preventive maintenance, and ensuring all tasks are completed efficiently and without oversight.

• Support the organization's record-keeping by maintaining all facility-related documents, contracts, files, drawings, and maps in Dropbox, contributing to a comprehensive facilities library.
• Support the administrative team by collecting, uploading, and coding vendor invoices to the system as required.

Vendor and Tenant Relations and Communication

• Communicate with the internal team and external stakeholders, including tenants, vendors, and contractors, to support the overall facilities operations and tenant and vendor management, utilizing professional and high-quality business correspondence skills.
• Respond promptly to tenant work order requests, coordinating necessary actions and follow-ups, and issuing tenant notices with clear and detailed information.
• Secure tenant expense approval before scheduling work order assignments by reviewing leases and coordinating communication trails to identify the correct expense classification.

Diligently communicate with tenants to confirm the work scope and obtain approval for tenant expense charges. Archive all correspondence related to work orders to ensure accurate record-keeping.

Facilities Projects

• Organize and schedule lender and insurer inspections, responding to their documentation requirements. Assist with creating, maintaining, and improving reports and plans as requested.
• Organize and facilitate Facilities Management meetings. Assist the Real Estate Administrative Manager in organizing Property Management meetings and tracking the completion of assigned tasks.
• Support ad-hoc facility and administrative projects as assigned, ensuring timely and efficient completion.

Desirable Job Skills / Experience :

1. Excellent verbal and written communication skills.

2. Customer service experience.

3. Experience with database management.

4. Experience with property management.

5. Experience with Yardi Yoyager or other property management software.

Job Accommodations :

Considered on an individual basis.

Physical Requirements :

1. This position requires the following in an 8-hour workday :

Total At One Time (Hours) Total During Entire 8-Hour Day

Standing : 15-20 minutes 1 / 2 to 1 hours

Walking : 15-30 minutes 1 / 2 to 1 hours

Sitting : 1 hour 2-6 hours

2. Movement of objects and strength required for this job :

Lifting : Carrying :

Up to 5 lbs : OCCASIONALLY (1-33%) OCCASIONALLY (1-33%)

6-10 lbs : OCCASIONALLY (1-33%) OCCASIONALLY (1-33%)

11-20 lbs. : OCCASIONALLY (1-33%) OCCASIONALLY (1-33%)

21-25 lbs. : OCCASIONALLY (1-33%) OCCASIONALLY (1-33%)

26-50 lbs. : OCCASIONALLY (1-33%) OCCASIONALLY (1-33%)

51-100 lbs. : NEVER NEVER

3. Required repetitive use of hands :

Simply Grasping : YES

Pushing & Pulling : YES

Fine Manipulating : YES

4. Repetitive Actions / Movements Involving the Feet :

Right Foot : NO

Left Foot : NO

Both : NO

5. Worker Positions Required in the Performance of this Job :

Climbing : OCCASIONALLY (1-33%)

Balancing : OCCASIONALLY (1-33%)

Bending : OCCASIONALLY (1-33%)

Stooping : FREQUENTLY (34-66%)

Kneeling : FREQUENTLY(34-66%)

Crouching : FREQUENTLY (34-66%)

Crawling : NEVER

Reaching : CONTINUOUSLY (67-100%)

6. Sensory Requirements :

Talking and / or Hearing : YES

Seeing : Acuity : YES

Depth Perception : YES

Field of Vision : YES

Accommodation : YES

Color Vision : NO

7. Environmental Conditions That Are Found in the Work Site :

PHYSICAL SURROUNDINGS : X Inside (75% of time)

Outside (75% of time)

Both (equal amounts)

TEMPERATURE : Cold (enough to cause bodily discomfort)

Hot (enough to cause bodily discomfort)

Variations (sufficient to cause bodily reactions)

WET : Contact with water and / or other liquids

HUMID : Moisture content sufficient to cause bodily discomfort

NOISE : Sufficient to require hearing protection

VIBRATION : Sufficient to cause repeated motion or continuous shock

HAZARDS : Risk of bodily injury present

FUMES : Smoke or vapors resulting from combustion or chemical reaction

ODORS : Toxic or non-toxic smells

TOXIC CONDITIONS : Exposure to disabling fumes, dusts, gases, vapors, mists or liquids that may cause bodily harm.

DUST : Small particles that may cause occupational disease

POOR VENTILATION : Exposure to drafts or insufficient movement of air

Last updated : 2024-06-20