Facility Operations Coordinator

Job Summary:

The Facility Operations Coordinator is a versatile role encompassing risk management, logistics, facilities oversight, and insurance administration. This position ensures the smooth and safe operation of transportation and facility services while managing risks related to insurance, maintenance, and day-to-day operations. The role demands expertise in operations, vendor management, safety compliance, and risk mitigation for transportation and facilities. Additionally, this individual will oversee the Mailroom and transportation teams.

Key Responsibilities:

Facility Coordinator:

1. Facility Maintenance and Operations:

• Coordinate preventive maintenance schedules to minimize downtime and maximize the lifespan of equipment.
• Ensure the cleanliness, organization, and overall functionality of the facility.

1. Vendor Management:

• Manage relationships with contractors and service providers for various facility-related services.
• Negotiate and oversee service contracts, ensuring compliance with terms and quality standards.

1. Health, Safety, and Compliance:

• Ensure adherence to local, state, and federal regulations, including health, safety, and environmental standards.
• Oversee fire drills, emergency evacuation plans, and health inspections.
• Maintain records of safety inspections, incidents, and compliance activities.

1. Space Planning and Allocation:

• Coordinate the efficient use of facility space, ensuring optimal work environments.
• Manage office seating arrangements and assist with office moves or renovations.

1. Budget and Cost Management:

• Develop and manage the Transportation and mail services budget, covering maintenance and service contracts.
• Identify and implement cost-saving measures.

1. Project Management:

• Lead and oversee facility-related projects such as renovations, upgrades, or relocations.
• Ensure projects are timely, within budget, and meet organizational specifications.

1. Facility Services Management:

• Oversee the provision of office services, including janitorial, mailroom, parking, and waste management.
• Ensure the availability and maintenance of office supplies and equipment.

1. Sustainability and Environmental Stewardship:

• Lead initiatives to enhance sustainability practices, including waste reduction and energy efficiency.

1. Communication and Coordination:

• Serve as the main point of contact for facility-related inquiries and coordinate with internal stakeholders.

Transportation Coordinator:

1. Route Planning and Optimization:

• Plan and optimize transportation routes for efficient and cost-effective delivery.
• Factor in variables such as traffic, weather, and deadlines to ensure timely deliveries.

1. Vendor and Carrier Management:

• Coordinate with transportation providers, negotiate rates, and ensure timely delivery of goods.
• Monitor and evaluate carrier performance to meet company standards.

1. Logistics Coordination:

• Oversee the coordination of goods transportation, ensuring shipments arrive on time and intact.

1. Shipment Documentation and Compliance:

• Manage transportation documentation, ensuring compliance with regulations and safety standards.

1. Inventory Management:

• Work closely with inventory teams to track and manage shipments and delivery confirmations.

1. Communication and Customer Service:

• Act as the primary contact for clients, vendors, and internal departments regarding transportation concerns.

1. Cost Management and Budgeting:

• Monitor transportation costs and identify opportunities for cost reduction and optimization.

1. Problem-Solving and Issue Resolution:

• Resolve any transportation-related issues such as delays, lost shipments, or accidents.

1. Technology Use and Data Management:

• Utilize transportation management systems (TMS) and GPS tracking to manage shipments and data.

Insurance Risk Management:

1. Insurance Program Design and Management:

• Develop and manage comprehensive insurance strategies, ensuring critical areas are covered.

1. Risk Identification and Assessment:

• Identify and evaluate operational risks, conducting regular assessments to mitigate financial impact.

1. Insurance Policy Selection and Negotiation:

• Review and select insurance policies based on coverage and cost, ensuring alignment with company risk profiles.

1. Claims Management:

• Oversee the claims process, ensuring timely and accurate submission and resolution of claims.

1. Loss Prevention and Risk Mitigation:

• Collaborate with other departments to develop loss prevention strategies, including safety protocols.

1. Compliance and Regulatory Oversight:

• Ensure compliance with insurance-related laws and industry standards, staying updated on regulatory changes.

1. Financial Analysis and Budgeting:

• Manage insurance budgets, analyzing trends to forecast future needs and costs.

1. Reporting and Communication:

• Report on insurance status, claims, and risks to senior management and key stakeholders.

Qualifications:

• Bachelor’s degree in risk management, Facilities Management, Logistics, Business Administration, or a related field.
• Minimum of 5 years of experience in risk management, transportation, or facility coordination.
• Understanding of insurance programs, regulatory compliance, and risk assessment.
• Proven ability to manage budgets, vendors, and facilities operations efficiently.
• Excellent communication and interpersonal skills to work with diverse teams and stakeholders.

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