Facilities Coordinator at Institute of Electrical and Electronics Engineers, Inc. in Piscataway, New Jersey

Job Description:

Job Summary

The Facilities Coordinator will conduct an overview of the specific needs of the space, such as new furniture, office renovations and office supplies. The incumbent is this position will plan out necessary changes that need to be completed by requesting approval from upper management, ordering supplies, processing invoices, sourcing goods and materials, including responsibility for communicating and interacting effectively with IEEE staff, vendors, and volunteers at all levels, for purposes of information and training exchange, in a comfortable manner. The role typically reports to the Supervisor, Office Services.

Key Responsibilities

• Work closely with Supervisor, Office Services on all areas of administration, office services, safety and security, and environmental issues.


• Assists with office services duties on a daily basis and provide oversight and monitoring to staff bookings meetings in the IEEE Conference Center through Google Calendar.


• Issues security I.D. badges to all new staff, vendors, volunteers and visitors


• Maintains employee logs which include databases for temporary employees, independent contractors, and employees on leave of absence.


• Coordinates for the Emergency Response team and fire safety evacuations; responsible for organizing, tracking and scheduling for required certification courses; and maintains and orders needed first-aid supplies.


• Maintains operation of audio-visual equipment, security cameras and security badging system.


• Ensures assigned equipment is in proper working order and available for use.


• Maintains physical space, ensuring a safe, clean, and functional environment.


• Receives, manages, and processes work order requests; ensures problems are resolved quickly.


• Acts as a liaison between employees and any outside contractors needed to resolve specialized problems.


• Ensures safety standards are followed throughout the facility.


• Performs other related duties as assigned

Education

• H.S. diploma Req


• Associate's degree or equivalent experience Pref


• Bachelor's degree or equivalent experience Pref

Work Experience

• 2-4 years working in a corporate office environment or other comparable field Req

Licenses and Certifications

• First-Aid, CPR, AED certifications through IEEE training program are required. Req

Skills and Requirements

• Excellent organization and time management skills. Must have excellent oral and written comunication skills and the ability to effectively interact with various levels within the organization and outside vendors.


• MS Office Suite, including Word, Excel, Powerpoint, MS Project, Google Tools, Adobe Acrobat Professional and Office Space software


• Must be able to communicate professionally and accurately in person and on the telephone.


• Will work within one-on-one situations daily, and occasionally present information to training groups of 2 to 10.


• Must possess excellent writing skills, especially in e-mail communications to staff and vendors. Must be able to create reports, policy, and procedures.


• Must be able to read, understand, and accurately interpret policies, procedures, and training manuals.


• No foreign language required, but Spanish is a plus.


• Associate and or Bachelor degree in facility management (preferred)


• Facility management or maintenance experience


• Experience or certification in a field such as HVAC, plumbing, or electricity (preferred)


• Organizational and leadership skills


• Experience with scheduling and invoicing


• Critical thinking skills

Other Requirements:

As defined in IEEE Policies, individuals currently serving on an IEEE board or committee are not eligible to apply.

PLEASE NOTE: This position is not budgeted for employer-sponsored immigration support, this includes all persons in F (both CPT and OPT), J, H, L, or O status.

='For information on work demands and conditions required for this position, please consult the reference document, "Physical, Mental, and Work Environment Standards for IEEE Positions." This position is classified under ' + Category I - Office Positions + '.

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'IEEE is an EEO/AAP Employer/Protected Veteran/Disabled

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'Disclaimer: This job description is proprietary to IEEE. It outlines the general nature and key features performed by various positions that share the same job classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of all employees assigned to the job. Nothing in this job description restricts management’s right to assign or re-assign duties to this job at any time due to reasonable accommodations or other business reasons. '

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