Facilities Coordinator | Charlotte Regional Office

Job Summary

Facilities

Provide administrative support to National and/or Regional Facilities Directors with high proficiency in MS Word and Excel to include extensive knowledge of excel formulas. Assist Facilities Director in tracking capital budgets and repositions monthly and YTD budget. Prepare monthly and quarterly capital reconciliation and distribute as needed. Prepare contracts for capex, insurance and reposition projects. Special event planning and coordination as requested. Maintain public folder with most current facility forms. Cover reception desk three hours per month. Expected to be accountable and work with minimal instruction or supervision. Enhance and present a positive image of the company with a professional and supportive attitude toward internal and external customers. Assist National and Regional Facilities Directors with various HR and Accounting forms. Other responsibilities include but are not limited to general knowledge of company and department procedures, creating power point presentations, scheduling and coordinating meetings, filing, meeting notes, travel arrangements.

Purchasing

Under the direct supervision of the Procurement team, the position is responsible for performing confidential administrative clerical duties relating to organizing and coordinating procurement activities, review and distribution of information to include: Request for Proposals (RFP’s), formal bids, price quotations, annual maintenance agreements and blanket purchase orders. Successful candidate will help manage Camden’s on-line procurement program in Oracle/OpsTechnology by adding users, managing custom catalogs, adding new vendor catalogs, manage orders, manage goods receipts, create shopping list, user maintenance & reporting.

Skill in the use of a personal computer and word processing software, databases, spreadsheets, and specialized purchasing software (ORACLE CLOUD & OPS TECHNOLOGY); good communication skills in dealing with purchasing professionals, administrators, and company representatives; working knowledge of procurement laws and purchasing procedures; ability to perform clerical work with a high degree of accuracy; ability to work independently, applying established procedures to varying situations, referring only new or unusual matters to the Procurement teams. Enhance and present a positive image of the company with a professional and supportive attitude toward internal and external customers.

Essential Functions

Facilities

• Track department and capital budget and repositions monthly / year to date budget and variances.
• Prepare and maintain contracts and Change Orders for capex, insurance and repositions.
• Coordinate payment of department invoices and process all expenses, p-card statements and Human Resources forms.
• Maintain public folder with most current facility documents.
• Coordinate preparation of capital budget process and forms and have full knowledge of linking excel forms, tracking charts and have extensive knowledge of excel formulas.
• Update deductible reserve claims.
• Prepare and track invoices for capex projects.
• Use accounting software.
• Special event and project planning and coordination as requested.
• Enhance and present a positive image of the company and a professional manner toward employees, staff and the public.
• Perform all other duties as assigned by supervisor.

Purchasing

• Market Place Administrator for Oracle Cloud Procurement Model
• Process requisitions into purchase orders using Oracle/OpsTechnology and any resulting change orders.
• Receive, open, screen, log and date stamps bid responses/quotations, mail as required and organize bids for review.
• Correspond with vendors regarding prices, product availability, and delivery.
• Respond to inquiries from buyers/users regarding requisitions, purchase orders, contracts and pricing information.
• Organize all procurement activities relating to request for proposals, sealed bids, and price quotes.
• Review requisitions for completeness and accuracy; follow up on discrepancies with the initiating Camden community; identify available suppliers for each requisitioned item.
• Organize and maintain computerized records containing vendor and bid information.
• Coordinate and schedule meetings and appointments as requested; respond to inquiries which do not require the personal attention of the Procurement team.
• Assist in answering incoming calls.
• Perform related work as required.

Qualifications

• High school diploma and some college or trade school preferred
• 3 years’ experience in corporate office administration and environment administrative level supporting multiple managers.
• Direct experience with facilities / construction administration.
• 3-5 years Construction industry experience. Billing experience necessary.
• 1-3 years experience performing complex clerical duties.
• Advanced training in typing and general office procedures.
• Ability to communicate effectively orally and in writing.
• Access data base, Publisher or design programs.
• Advanced software skills in Microsoft Office. Procore and Oracle Cloud experience would be helpful but not required.

And here’s the fine print HR wants you to know:

• Job is intermittently sedentary but requires mobility (i.e., climb stairs)
• Will use some repetitive motion of hand-wrist in using computer and writing
• Works in a typical office setting
• Emotional stability and personal maturity are important attributes in this position
• Must handle stressful, urgent, novel and diverse work situations on a daily basis
• May require long hours and odd schedules (including weekends)
• Position requires periodic travel by automobile to handle work-related activities
• May require airline travel, out-of-town and /or overnight trips
• Attendance and punctuality is essential for success in this position
• Hazards can be minimized with proper lifting techniques, SDS, general safety training, and wearing appropriate PPE
• Contact your HR team for the position’s Physical Demands Analysis

This job description is not an all-inclusive list of duties and responsibilities. Camden may add or change responsibilities in order to meet business and organizational needs. Employees must meet qualification standards that are job-related and consistent with business necessity and must be able to perform the essential functions of the position, with or without reasonable accommodations.

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