Facilities Coordinator

Please note that we are not currently accepting resumes or additional support from talent agencies or third-party sources. Any resumes received from these sources will be considered unsolicited. We value integrity and clear communication with our partners, and appreciate your understanding in this matter. 

The role, at a glance:

The Facilities Coordinator reports to the US Facilities Manager and coordinates facility operations for all US Biamp locations. The role supports facility projects from inception through closure, working with stakeholders and service groups and tracking work in progress for timeliness, conformance to requirements, and quality of workmanship. It also supports vendor and contract management, spend administration, and day-to-day facility service requests.

How you'll contribute:

• Create and maintain a Facilities Project Management System to build project plans and track project requests, supporting the facility team and its stakeholders
• Collect and document stakeholder project details, approvals, resources, and the information needed for budgeting, contracts, inventories, and compliance, and maintain tracking records for evaluation and execution
• Help establish project goals and develop project plans, budgets, scope, timelines, and deliverables, and hold project schedules and deliverables accountable to the plan
• Observe work in progress to assess timeliness, conformance with requirements, and quality of workmanship
• Communicate status updates to key stakeholders, resolve issues promptly, escalate when appropriate, and maintain documentation to ensure project change control policies are followed
• Manage vendor and service-provider relationships, monitor performance against agreed service level agreements (SLAs), and support contract negotiations with research on market and pricing data
• Build the sourcing project pipeline by reviewing vendor and supplier contracts and certificate of insurance (COI) compliance, tracking and analyzing spend, evaluating contracts for value and cost, and presenting recommendations to the US Facilities Manager
• Help maintain, communicate, and enforce Facilities spend policies, and monitor spending compliance at new and existing locations
• Prepare expense reports and purchase requisitions/POs, obtain quotes, and follow them through approval and payment. Administer payment methods, purchasing accounts, and contracts for general facility needs within approved limits, excluding consumables for the mail room, office supply room, kitchen, and coffee bar.
• Coordinate the execution of general service requests with facility resources for repairs, maintenance, project requests, and purchasing needs, and help create, maintain, and implement internal Facilities policies and procedures

You'll also support with:

• Provide occasional front desk coverage when the Receptionist is out
• Assist with planning, coordination, setup, and takedown of special events and catering
• Create and update staff seating layouts and coordinate seating assignments with stakeholders and departments
• Coordinate with new and existing locations to implement and maintain services such as food and beverage, custodial, shredding, and health and safety services and supplies

A successful candidate should have:

• Minimum of 2 years of project coordination or project management experience
• Demonstrated experience applying project management concepts and techniques
• Ability to prioritize work to meet tight schedules and demanding targets, balancing competing priorities and differing stakeholder expectations
• Ability to work independently, with sound problem-solving and decision-making skills
• Ability to work effectively in a cohesive team while taking ownership of individual responsibilities
• Clear communication and presentation skills for individuals and groups, with strong facilitation skills
• Ability to analyze financial reports, price proposals, and other technical data
• Ability to collaborate with stakeholders to secure cooperation and complete projects on time
• Proficiency with word processing, spreadsheet, and project management tools
• Comfort in ambiguous environments, with a self-starter, entrepreneurial mindset

Some nice-to-haves:

• Bachelor's degree, or an equivalent combination of education and experience
• Organizational change management skills
• Experience in facilities management, vendor management, or contract administration
• Experience supporting multiple office locations
• A project management or facilities certification, such as CAPM, PMP, or FMP

Work Environment:

• Ability to sit for long periods of time
• Ability to lift up to 25 pounds
• Minimal travel may be expected for this role

Who is Biamp? 

We make the world’s most extraordinary audio and video solutions. For over 50 years, Biamp has created and innovated professional audiovisual solutions that enable great communication. From the smallest of rooms to the largest of venues, we empower true human connection in every space.

As we grow to meet our customers’ needs and evolve to address the challenges of tomorrow, one guiding principle remains the same: Biamp connects people through extraordinary audiovisual experiences. 

About our company: 

At Biamp, we believe the employment relationship should be reciprocal. We want you to love your job, and we want your expertise and knowledge to help drive our business forward. We champion a supportive and dynamic environment filled with passionate people who choose continuous improvement over perfection. We insist on clear, explicit decision making, believe in taking calculated risks, and celebrate tough decisions even when they don’t succeed. We look for people who desire the best from themselves and encourage the same from their coworkers. Our commitment to one another and to the common goal is the most consistent reliable path to recurring success for all of us.