Facilities Coordinator

Job Purpose

The Facilities Coordinator is responsible for assigned activities for both the Facility/Construction and Real Estate Departments. This role supports the Director of Facilities/Construction and the Director of Real Estate, along with their respective teams, on all functions associated with construction of new branches, relocation of branches and existing branches facility maintenance. The Construction Coordinator will support project management through effective project scheduling, cost estimating, inter-departmental coordination, general contractor/subcontractor coordination, tracking work orders, managing preventative maintenance, initiating purchase orders, and processing invoices to meet the corporate goal of delivering completed Construction projects on budget and on time. 

Project Tracking

Significant administrative duties to include new Vendor Setup, creating Purchase Orders, Invoice Processing, Filing, etc. Effective Communication of project details, including scope of work, site plans, sketches, scheduling, cost estimating and timing of projects.  Coordinate multiple contractors and obtain competitive pricing for approved projects. Monthly reporting of Actual vs Budget expenditure for all approved projects. 

Existing Branches : Field and prioritize requests from existing branches relating to construction work, repairs and preventative maintenance. Assist with appropriate approvals for all Construction Projects. Coordinate all activities associated with the work from inception to completion, ensuring that all Herc branches are supported throughout the process.

What you will do...

Support Corporate Greenfield Initiative: 

• Assist with investigation and due diligence of potential Greenfield sites in preparation of Real Estate Committee (REC) Construction project approval requests.
• Assist with development of Landlord Work and Tenant Work schedules for Lease documents. 
• Once REC approved, coordinate all aspects of opening a branch from the facilities perspective, including coordination with various cross functional Herc Support Center departments and operational field leadership teams. 
• Monitor and oversee construction for all project activities including GC work and permitting and inspections, as well as internal IT, security, signs, tank and fueling equipment installations. 
• Participate in weekly project conference calls for coordination of all construction and field activities and document meeting minutes to track responsible parties, critical due dates and follow up tasks and outstanding items.

Other Tasks: 

• Occasional Site visits to survey new and existing locations for work scope definition to determine design requirements for project requests. 
• Assist with bidding of renovation and/or greenfield plans by holding on-site pre-bid meetings with contractors and suppliers. 
• Travel to the construction sites throughout projects, ensuring Herc Rentals standards are being followed, and defined project goals and objectives are met. 
• Manage the implementation, schedule and quality of the construction during renovations for assigned projects working with the Director of Facilities/Construction, Construction Field Managers, Local Leadership (Regional VP’s, District Managers, Branch Managers) 
• Create and update a master project schedule for all construction projects for the calendar/fiscal year. 
• Ensure the service providers deliver their contracted service levels to the standards required.  
• Hands-on experience of dealing with large properties or property portfolios, with substantial and diverse capital investment, energy management and preventive/reactive maintenance program management experience a plus.

Requirements

• Bachelor’s degree or relevant work experience.
• A minimum of two years in a similar or related with property and/or portfolio management capacity.
• Ability to implement and utilize facilities management programs and activities
• Ability to work in and with a team to deliver consistent/concise information and reports forcoworkers and senior management
• Operates effectively in a large complex organization
• Lead, engage and motivate people
• Computer skills to include Outlook, Word, Excel, Powerpoint, ACAD, Adobe
• Ability to learn other computer programs as utilized by Herc (ie. Oracle, SAP/Concur, etc.)
• Excellent understanding of buildings and systems and the complex nature of their operation
• Extensive hands on experience of building and site construction, repair and maintenance
• Financial and business acumen and a track record of managing large projects and orcontracts
• Good understanding of environmental considerations as they relate to the built environmentand legislative requirements
• General understanding of building codes, ordinances, and zoning laws

Skills