Facilities Coordinator/Administrative Support

Alys Beach is seeking a dedicated, and proactive Facilities Coordinator to join our team. The successful candidate will be responsible for various facilities management tasks and coordination services requests to ensure smooth operations in our community.

Job Responsibilities

Position requires a high sense of urgency while being detailed oriented.
Correspond with homeowners, employees, vendors on all matters.
Acquire, establish, set up and maintain a positive working relationship with various vendors.
Phones, answering, assigning, providing, tracking, and following up requests for services.
Emails, answering, responding, assigning, tracking, and following up in a timely manner.
Key issuance, issue, log, track, follow up in accordance with the Key SOP.
Maintenance connection, creation, assigning, tracking, closing g, reassigning, and follow up of work requests, projects, and preventative maintenance.
Assign daily reoccurring work orders.
Enter, schedule, and dispatch work orders. If vendor is required, contact vendor.
Overseeing the timely and successful completion of maintenance requests.
Keeping organized work orders, related emails, record expenses, inventory items, and complete work orders daily.
Software, usage of Microsoft Outlooks, Excel, and Word.
Run required reports and create reports upon requests.
Monitor, manipulate, and operate engineering work order system.
Function as liaison to field personnel.
Adhere to and uphold company policy withing department.
Dispatch orders to maintenance personnel through maintenance connect.
Adhere to turn around times from maintenance orders to completion for maintenance employees.
Log daily well readings and repair yearend report for Northwest Florida Water Management District
Perform additional duties as requested by management.
Assist other Dispatch office personnel as needed.
Purchasing suppliers, parts, and tools and needed for department or work orders.
Keep and track credit cards and accounts for all purchases.