Pearson Facilities Administrative Coordinator in Chandler, Arizona
Facilities Administrative Coordinator
At Pearson, we’re committed to a world that’s always learning and to our talented team who makes it all possible. From bringing lectures vividly to life to turning textbooks into laptop lessons, we are always re-examining the way people learn best, whether it’s one child in our own backyard or an education community across the globe. We are bold thinkers and standout innovators who motivate each other to explore new frontiers in an environment that supports and inspires us to always be better. By pushing the boundaries of technology — and each other to surpass these boundaries — we create seeds of learning that become the catalyst for the world’s innovations, personal and global, large and small.
Pearson is an Equal Opportunity and Affirmative Action Employer, and a member of E-Verify. All qualified applicants, including minorities, women, veterans, and people with disabilities are encouraged to apply.
The Facilities Administrative Coordinator is involved in the coordination of daily activities that ensure adequate and safe operation of the Chandler, AZ facility. This includes the coordination and direction of facility services\
- as well as the management of Facilities systems and databases. The Facilities Administrative Coordinator will work closely with internal customers to interpret their requests for service, as well as interact with various outside vendors to negotiate the purchase and arrange for delivery and installation of equipment, furniture and supplies. This resource will provide administrative support in issuing purchase orders, analyzing proposals, processing invoices, tracking project costs, researching and analyzing budget variances and dealing with billing discrepancies in a timely fashion as well as providing backup to the front desk operation.
- Facility services includes providing organizational support for space planning, office services, safety and security of the facility and employees, and insurance and real estate management services.
Office Management and Planning– Document, analyze and revise, as needed all office related processes on a continual basis for all facilities related support services. Purchase and track all facilities related materials and labor, process all invoicing for proper tracking and payment. Establish a uniform filing system and maintain it on a daily basis. – 35%
Purchasing/Budgeting– Provides input into the development of the departmental operating and capital budgets; orders material and supplies by coordinating with the Facility Specialist; assists in the monitoring and tracking of expenditures for the Facilities Management Department. – 20%
General Administrative Support– Works with other Administration staff and assists with workloads and schedules; assists with special projects as needed. Assists with meeting setup and coordination. Provides back up to reception/front desk functions. – 20%
Security Support functions– Work with Facilities Specialist to define operational parameters in providing the proper security badge process and system maintenance. Verify all badges are up to date in the security system and are operational per the security plan. Assist in the badging of all staff/vendor/temps for the facilities managed. – 10%
Contractor/Vendor Coordination– Review the scope of work provided by the contractor/vendor and assesses the impact on the Pearson environment. Attend vendor meetings as necessary to coordinate interruptions or modifications. Inspect contractor’s work to ensure that safe work practices and standard operating procedures are followed. – 5%
Customer/contractor/vendor Interaction– Provides continuous effort to improve operations and decrease turnaround times. Streamline work processes and work cooperatively and jointly to provide quality seamless customer service. Interacts professionally with internal and external customers, staff and contractors/vendors to maintain an effective working relationship and works in cooperation with Facility Manager to effectively meet departmental objectives. – 5%
Other duties as assigned– Including Safety Team, BCP and IMT support. – 5%
Physical Requirements and Working Conditions:
The ability to sit and concentrate for long periods of time in a fast paced office environment.
Occasional travel may be required.
Ability to handle light housekeeping duties.
4-5 years of experience in Facility Support Role – specializing in the area of invoice and office organizational management
Associates degree or equivalent experience of 7 years in the facilities field with a focus on office management. Bachelor Degree preferred.
Certification in Facilities-related area highly desired.
Must exhibit honesty, integrity, and courtesy in all interactions.
Must possess strong work ethic in supporting customer needs, responding promptly and consistently.
Able to prioritize multiple, conflicting, urgent needs.
Able to work independently with minimal direction.
Effective communicator with all levels internally and externally, written and verbal.
Excellent Project Management Skills.
Able to maintain control in difficult situations or when responding to unreasonable requests.
Able to negotiate “Win/Win” solutions.
Proactively looks for ways to improve the work environment.
Proficient in Microsoft Word and Excel.
Must have knowledge or willing and able to learn Computerized Maintenance Management Software.
Develop service agreements and contracts, analyze bids and make recommendations for contract award.
Meet with and direct supervisors of contracted services as needed to ensure adherence to Pearson specifications.
Coordinate vendor services with Pearson internal customers to ensure uninterrupted services.
Review and ensure accuracy of invoices relative to contract services.
Coordinate internal customers request for services for facilities functions.
Must be able to plan, implement and maintain well organized filing system
Assist in the preparation of requirements document to facilitate implementation.
Design and utilize tools to measure vendor performance and internal customer satisfaction.
Develop plans and specifications to administer contracted services.
Direct workers engaged in moving furniture and equipment to prepare facilities for occupancy.
Knowledgeable with card reader systems and security procedures.
Ensures that visitors and employees are properly badged.
Receives incoming calls and greets visitors.
Responsible for ordering, stocking, and delivering of necessary supplies for Facilities.
Monitors, assigns, and closes Help Desk tickets to appropriate Facilities staff.
Knowledgeable with card reader systems and security procedures.
Primary Location: US-AZ-Chandler
Work Locations: US-AZ-Chandler-3075 West Ray 3075 W Ray Rd Park at San Tan Chandler 85226
Job: Real Estate and Facilities
Organization: North America
Employee Status: Fixed Term
Job Type: Standard
Shift: Day Job
Job Posting: Dec 19, 2016