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Title:  Technical Facilities Coordinator

Job ID:  1515
Location: 

New York, NY, US

Category:  Manufacturing -- Other
Description: 

Donnelley Financial Solutions (DFIN) is a leader in risk and compliance solutions, providing insightful technology, industry expertise and data insights to clients across the globe. We’re here to help you make smarter decisions with insightful technology, industry expertise and data insights at every stage of your business and investment lifecycles. As markets fluctuate, regulations evolve and technology advances, we’re there. And through it all, we deliver confidence with the right solutions in moments that matter. 

About the Job

DFIN is seeking a Facilities Coordinator to oversee activities in our two New York City locations.   As a Facilities Coordinator, you will use your skills, energy, and positive attitude to ensure our facilities remain a safe and healthy environment for our staff and visitors. You’ll head up our emergency preparedness plans, perform general maintenance and repair work, manage the building and equipment maintenance schedules and be the main point of contact for our contracted cleaning service.

Responsibilities

• Oversee general repair and maintenance for facilities and equipment (i.e. plumbing, air conditioners, appliances, painting, hanging signage and/or or fixture replacement.)

- Respond to urgent maintenance calls
- Manage third-party contractors/vendors engaged in operating and maintaining locations, reporting any performance issues.

• Manage annual preventive maintenance schedule of building systems and equipment such as HVAC, fire systems, fire extinguishers, security systems, etc).

- Maintain Service Logs of equipment maintenance, upgrades and/or repairs.
- Ensures all facilities are operated and maintained in alignment with established standards and procedures.
- Evaluate the implementation of service contracts to support preventative and on-going maintenance of equipment.
- Maintain working knowledge of permit and code compliance

• Monitor and respond to the Facility Work Order requests.  

- Create work orders and assigns work orders to subcontractors and vendors or executes themselves.
- Communicates work orders and assists management in resolving issues.
- Communication and coordination of tasks between requestors, vendors, upper management, property managers and landlords

• Participate in any site level crisis teams including Regional FM, Stakeholders, HR and EHS Leadership.

- Oversee emergency preparedness plans, serve as captain of the Safety Team, maintain emergency preparedness documentation and execute annual safety drills.

• Support all DFIN security access to the NYC facilities for all employees, contractors, guests, & visitors.  Assist with the programming of all new, revised, or deleted access badges.
• Ensures pantries and pantry supplies are maintained appropriately
• Coordinate standard cleaning schedule with local property management companies and/or contracted cleaning company

- Ensure the offices are clean and presentable at all times.

• Work with specific groups on any special events to include catering (freight reservation), set up, clean up, signage, holiday decorating, etc.
• Manage Facilities related POs and invoices for the two DFIN NY Facilities

- Establish POs to support
- Review and approve facilities invoices to ensure that all invoices are accounted for and paid for in a timely fashion

• Develops, cultivates and owns key relationships with Landlords, Property Management companies and third-party service providers and vendors.
• Assists with annual budget development, financial variance reports and operations analysis.
• Owns monthly/quarterly reporting to business leaders to include updates on transactions, projects, and operations.
• In some cases, may provide direct supervision to professional individual contributors, contractors and/or skilled, support individual contributors (e.g., mail room, technicians, designers, support personnel).
• Other duties as assigned by the Director of Real Estate

Qualifications


• Intermediate knowledge of standard facility functions and maintenance (i.e. utilities, security systems, compliance with permits and codes, etc.)
• Should have working knowledge of equipment repair and maintenance
• Experience managing vendors and able to negotiate fair market pricing with vendors.
• Highly organized with a strong attention to detail.
• Ability to prioritize workload in order of importance.
• Strong interpersonal and communication abilities.
• Able to work quickly with thoroughness and efficiency.
• Able to interact positively across departments and work groups.
• Ability to follow set processes, pay attention to detail, creatively problem-solve and take initiative
• Ownership in daily tasks and accountability to excellence
• Must be able to lift up to 50 pounds and crawl, bend or stand on a ladder as needed.
• Previous project management experience and experience with AutoCAD is desired. 


Education and Experience
• 4 years of experience in a facilities role.
• Knowledge in Microsoft Office, specifically Word, Excel and Outlook.
• Minimum High School Diploma, AA degree preferred.

It is the policy of Donnelley Financial Solutions to select, place and manage all its employees without discrimination based on race, color, national origin, gender, age, religion, actual or perceived disability, veteran's status, actual or perceived sexual orientation, genetic information or any other protected status. 

If you are a qualified individual with a disability or a disabled veteran, you have the right to request a reasonable accommodation if you are unable or limited in your ability to use or access jobs.dfinsolutions.com as a result of your disability. You can request a reasonable accommodation by sending an email to AccommodationRequests@dfinsolutions.com.


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