Project Coordinator ($33.85-$45.43)

Position Summary:

Under minimal oversight, the Office Services (OS) Project Coordinator strives to meet employees’ facilities- related needs while maintaining high aesthetic standards that are consistent with Irvine Company’s image of quality and professionalism. The OS Project Coordinator is often the first point of contact for all OS service requests. 

Job Duties:

• Administrative Duties - Maintain Standard Operating Procedures, Admin Desk Manual, OS Policies & Procedures & Comfort Control HVAC System to ensure all information is accurate.  Order kitchen and office supplies, appliances, parts, tools and other supplies as required, maintain stock and inventory control.  Participate in janitorial and bi-weekly walks of our Corporate buildings noting facility and safety issues/repairs and coordinate resolution as needed.  Assist Director and Manager as needed.
• Website Maintenance - Audit, maintain and update IrvineConnect OS & UCIRP Community websites.
• Angus Database - Assume all responsibilities as Angus work order system administrator, handling user interface and “back of system” changes. Input service request details and resolutions in Angus. Provide high quality customer service and updates to the requestor while the request is still open.  Create and analyze metrics of reports (monthly scoreboard, occupancy, response time, etc.). Provide weekly reports of outstanding requests. Communicate “out of the ordinary'' issues as directed to Senior Team.  
• Nuvolo Move Management/Space Planning - Assume all responsibilities as the Nuvolo move management/space planning system administrator. Train/assist admin on Nuvolo system as needed.  Run reports, troubleshoot/work with vendor and IT on issues and document meeting summaries/issues log as applicable.   
• Accounting - Process invoices, POs, deposits in Coupa and follow up with vendors on outstanding invoices. Process new vendor setups, obtain insurance track/follow up with vendor COI's. Review furniture and service quotes for accuracy, confirm receipt of product and/or services. Run Coupa and Dolphin budget reports as needed.
• Employee Moves - Coordinate corporate relocations to include approval and scheduling of relocation requests, determine staff availability and if vendors (relocation, electrical, data) are needed, provide relocation materials. Deploy and analyze move surveys to determine level of customer satisfaction. Assist with space plan updates to reflect new hires, transfers, terms and relocations.
• Contracts - Input OS Contracts to include:  Business Search Entity, Insurance checks, Fee schedules.
• Security - Activate vendor access cards, create security passdowns and send building notifications. Assist with handling access card/door issues and determine escalation based on issue.  
• Vendors - Maintain and audit OS vendor responsibility list. Schedule vendors for projects and repairs, follow-up to ensure completion and quality of work, review billing and process payments, and communicate necessary information to the supervisor. Assist with the vendor bid process for commonly used vendors, ensuring competitive prices and high level of service. 
• Company Store - Check, prepare & send employee orders.  Manage billing reconciliation.
• Assist in all areas as needed; special projects as assigned.
• Maintain a safe and positive work area and environment.
   

Minimum Qualifications / Other Expectations:

Education & Experience:

• High School Graduate or equivalent required. Post High School courses in business accounting, finance and/or facility services are a plus.
• Two plus years administrative, property management and/or project coordinator experience in a professional office or facilities management setting.

Other:

• Desired candidates will demonstrate proficiency in the following areas:
  • Solid listening skills and  verbal/written communication skills
  • Team player with strong interpersonal skills, able to work effectively with customers, team members, and vendors at all levels of the organization while providing excellent customer service
  • Use critical thinking skills and the resources provided to propose solutions and help minimize issues
  • Demonstrate initiative, professionalism, positive attitude and integrity
  • Utilize effective time management and organization tools to ensure deadlines are met
  • Strong proofreading skills and attention to detail to ensure accurate communications and successful completion of projects
  • Strong competency using Google Mail, Docs and Sheets.  Knowledge/proficiency of Coupa, Angus, and Nuvolo a plus
  • Basic accounting knowledge
  • Experience in a professional office setting, preferably in real estate.  
• Valid California driver’s license; Maintain continuous vehicle liability insurance as required by state law.
• This role requires the regular and frequent operation of a vehicle, as defined in the Company's MVR policy, and is part of the essential duties of this position.