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About the Role

The Facilities Coordinator supports the operations of a growing portfolio by ensuring buildings, systems, vendors, and operational processes run efficiently. This role is integral to the Building Maintenance and Property Management teams.

Responsibilities

Maintain accurate and current records of vendor contracts, service agreements, warranties, proposals, and other contractual documentation.
Maintain a centralized contract tracking system, including terms, service scope, property coverage, pricing, expiration dates, and renewal requirements.
Assist in obtaining proposals, bids, contract documents, and coordinating contract execution.
Maintain vendor Certificate of Insurance (COI) records and other required compliance documentation.
Provide administrative support on repair and maintenance (R&M) and capital expenditures.
Maintain budget tracking tools and assist in monitoring actual expenditures against approved budget.
Assist with invoice review by verifying appropriate property, account, or other required information prior to approval.
Serve as the primary administrative support resource for Building Management Systems (BMS) and related facilities technology.
Monitor system notifications, alarms, and other identified conditions and appropriately route or escalate issues.
Assist with entering and maintaining equipment, preventative maintenance, inspection, and other facilities information within applicable systems.
Develop working knowledge of property technology and building systems sufficient to provide effective administrative and first-level user support.
Assist in developing, documenting, implementing, and maintaining facilities Standard Operating Procedures (SOPs).
Maintain a centralized and organized library of current facilities procedures, forms, checklists, inspection standards, emergency information, and other operational documentation.
Maintain equipment inventories, asset records, warranties, service histories, and other critical building information.
Track key facilities metrics, including preventative maintenance completion, overdue tasks, inspections, work orders, recurring repairs, and other performance measures.
Provide front desk coverage for all business hours; coordinate team coverage during breaks and time off.
Ensure helpful customer service is consistently provided in accordance with service protocols and company core values.
Professionally greet and direct calls and visitors.
Provide exceptional customer service through positive interactions with teammates, customers, tenants, visitors, and vendors in person and via telephone, email, and tenant portal.
Provide general administrative support to managers within the Property Management department.
Assist in defining and documenting service needs and new departmental processes as they arise.
Maintain confidentiality when working with contract, financial information, building information, and other sensitive records.
Schedule and coordinate departmental meetings and trainings.
Assist with corporate team meetings and events.
Provide backup support to the administrative/business operations team.
Perform other additional duties as assigned based on company needs.

Requirements

1-2 years of experience in an administrative support or customer-facing role required.
Experience in real estate and/or property management preferred.
Proven ability to build and maintain quality relationships with tenants, vendors, and team members.
Ability to work with sensitive files and maintain confidentiality.
Exceptional computer literacy, including proficiency with common business software (e.g., Outlook, Word, Excel).
Basic setup and troubleshooting of technology problems.
Ability to learn new software/systems such as cloud portal, maintenance, and communication tools.
Ability to calculate basic figures and amounts such as totals, averages, percentages, fractions, etc., using calculators and basic Excel formulas.
Ability to interpret a variety of instructions furnished in written, oral, or schedule form.
Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to read, analyze, and interpret general business information, including Company policies and procedures.
Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
Ability to remain in a stationary position as needed, potentially for prolonged periods.
Ability to move and position equipment weighing up to 25-50 pounds, independently or with assistance.
Ability to work off ladders on an occasional basis.
An unrestricted driver’s license is required.

Skills

Customer service standards and procedures
Interpersonal and communication skills
Attention to detail
Organization
Time management skills
Prioritization of multiple tasks
Task/workflow management system usage
Data collection, interpretation, and analysis
Problem-solving
Bilingual skills a plus
Microsoft Outlook
Microsoft Word
Microsoft Excel

Location

Local travel to properties required

Work Type

Office environment
Indoor work

Experience Level

1-2 years of experience in an administrative support or customer facing role

Education Level

Associates’ Degree required; relevant experience may substitute for degree.

About the Company

The Rosenblum Companies is one of the Capital District’s largest fully integrated real estate development and management companies.
Our portfolio encompasses over 1.7 million square feet of award-winning properties.
Proudly named Developer of the Year in 2024 and one of Albany’s “Best Places to Work” and Times Union’s “Top Workplaces!”