Job Overview:
The Facilities Coordinator supports the day-to-day operation, maintenance, and readiness of HQN, helping ensure a safe, reliable, functional and welcoming workplace. Reporting to the Facilities Operations Manager, this role serves as the primary administrator of the Building Management System (BMS), coordinates facility service requests and preventive maintenance, assigns and tracks work performed by technicians and vendors, and proactively identifies facility needs and recurring issues.
The role also supports the Facilities Operations Manager in maintaining the operational readiness of the Customer Experience Center (CEC) for customer visits, tours, demonstrations, and events.
Job Functions:
Facilities & BMS Operations
- Serve as the primary administrator of the BMS, including system configuration, user access, workflows, asset information, preventive maintenance schedules, and data accuracy.
- Monitor building alerts and facility requests and assign work orders to technicians, vendors, and other appropriate internal and external resources.
- Track work orders through completion, follow up on outstanding items, and escalate significant recurring, or unresolved issues to the Facilities Operations Manager.
- Coordinate preventive and corrective maintenance, inspections, repairs, and routine facility services.
- Conduct facility walkthroughs and proactively identify and escalate (as needed) all building, maintenance, safety, and workplace-readiness needs.
- Maintain accurate facility, equipment, maintenance, asset, warranty, inspection, permit and service records.
- Use BMS and work-order data to identify recurring issues and opportunities to improve building reliability, service levels, and preventive maintenance effectiveness.
- Support warranty coordination by documenting issues, maintaining applicable records, and coordinating service with contractors and vendors.
Vendor & Workplace Coordination
- Coordinate technician, contractor, and vendor scheduling, site access, and onsite work, including following through to completion.
- Monitor recurring facility services, including janitorial, landscaping, snow removal, waste, pest control, and building maintenance, and identify and escalate service deficiencies or reoccurring concerns.
- Support the daily readiness of offices, conference rooms, common areas, employee amenities, visitor areas, and other shared spaces.
- Coordinate furniture, signage, workspace changes, building access, and other facility-related needs.
- Partner with IT, EH&S, People & Organization, Supply, Procurement, and other functions to coordinate and resolve cross-functional facility and workplace needs.
- Maintain appropriate vendor and service documentation, including service records, proposals, work authorizations, and related facility records.
Customer Experience Center
- Support the Facilities Operations Manager in maintaining the operational readiness of the CEC for customer visits, tours, demonstrations, and events.
- Coordinate facility-related needs including space setup, signage, building access, housekeeping, maintenance, and onsite facility support.
- Coordinate with internal teams and service providers to ensure facility-related needs are completed and communicated.
- Help maintain a consistent, professional, safe, and welcoming CEC experience that supports the overall customer experience.
Projects & Continuous Improvement
- Support the planning and execution of facility improvement projects, moves, furniture installations, and workspace changes, and other minor facility projects.
- Coordinate project activities, schedules, vendors, and internal stakeholders, and track open items, commitments, ricks and completion dates through closeout.
- Maintain appropriate project documentation, including proposals, approvals, warranties, closeout information, and facility records.
- Identify and recommend opportunities to improve facility processes, preventive maintenance, service levels, building and asset reliability, cost effectiveness, and employee experience.
- Support the implementation of approved process improvements and track results as appropriate.
Required Qualifications and Preferred Skills:
- Associate or bachelor's degree in facilities management, business, operations, property management, or a related field preferred, or equivalent combination of education and relevant experience.
- Relevant experience in facilities, building operations, property management, maintenance coordination, workplace services, or a related environment
- Experience with a BMS, computerized maintenance management system, or work-order management platform preferred.
- Strong organizational, problem-solving, prioritization, customer-service, and follow-through skills.
- Ability to coordinate multiple priorities, technicians, vendors, and internal stakeholders in a fast-paced operational environment.
- Strong technology skills and proficiency with Microsoft Office applications.
- Strong written and verbal communication skills with the ability to communicate effectively with employees, vendors, contractors, and internal stakeholders.
- Ability to work independently, exercise sound judgment, and appropriately escalate facility, safety, service, and operational concerns.
- Must be eligible to work in the USA long term without sponsorship.
- Employees must follow all information security policies, protect confidential data, complete required training, and report any suspected security incidents to support our information security controls.
About Toyota Automated Logistics:
Toyota Automated Logistics is your global partner for integrated warehouse automation. Our team combines the talents of Bastian Solutions, Vanderlande’s warehousing business and viastore under one brand to deliver scalable systems, intelligent software and life-cycle services.
In addition to exciting work at a growing company, we offer the following benefits:
- Health, Dental, and Vision Insurance
- 401(k) Retirement Plan with a company match
- Vacation / Holiday Pay
- Paid Volunteer time off
- Tuition Reimbursement
- Professional Associations, Conferences and Subscriptions
- Company Meetings & Events
Toyota Automated Logistics does not work with outside recruiting agencies. No solicitation phone calls please.
