Facility Coordinator

Company: Lakeshore Sport & Fitness Lincoln Park
Location: Chicago
Posted on: May 28, 2023

Job Description:

Job Type: Full-time

We are looking for facilities coordinator that provides assistance to the club management team to ensure successful service delivery of the client facility needs. Directly supports the club GM manager and regional director of operations with on-going facility and team related responsibilities.

Who we are:

Lakeshore Sport & Fitness is Chicago's premier family fitness clubs offering Tennis, Cardio, Group Fitness, Squash, Swimming, Summer Camps, Pickleball and more...

Where you'll work:

As part of our team, you'll work with a diverse, friendly group of people. Our comfortable work environment has everything you need to succeed:

What you'll get:

You will receive an attractive selection of benefits working with LSF:

• 401(k), health insurance and medical plans
• Career-focused technical and leadership training
• Complimentary health club membership and much more What you'll do:
  • Ensure the day-to-day operations of the facility(s), including engineering, site services, and general maintenance are implemented and carried out in a manner consistent with LSF policies and club directives.
  • Ensure all contracts are reviewed on a regular basis and are bid out as required and confirm invoices match contract pricing Under the direction of the Sr. Facility Manager, respond promptly to requests for building maintenance, repairs, etc. from building management and for the implementation of ongoing contract programs to address and resolve needs and problems.
  • Compile information necessary to ensure all site-specific documentation and reports are completed accurately and on time, including (and as applicable): Site Operating Manual, Emergency Procedures Manual, ADA Compliance Log, OSHA Log, Safety Meeting Log, Elevator Logs, Purchase Order Log, Vendor Certificates of Insurance, As-built Drawings, Paid Invoices File, General Files, Contract Files, Annual Building Conditions and Year- end.
  • Performance Report and other reports and documentation as required.
  • Assist in preparing budgets, financial reports (monthly and quarterly), contracts, expenditures and purchase orders related to the facility(s) as directed.
  • Prepare and code invoices for senior facility manager's approval.
  • Assist in providing information and reports necessary for the development of capital budgets for the facility.
  • This includes contributions towards a five-year plan of maintenance, facility improvement, and cost reduction initiatives.
  • Proactively inspect the facility, systems, rooms, common areas, etc. and report back any findings or issues to the Facility Manager Coordinate special events in support of client and conference room booking.
  • Follow protocol for effective building-specific maintenance and safety procedures Assist with site inspection within the assigned building portfolio.
  • Create work orders and assign work orders to the engineering staff, subcontractors, and vendors.
  • Report on open and closed work orders and check the status of open work orders with the assigned party.
  • Request, review, and submit work orders.
  • Verify final invoice pricing and process payments in a timely manner.
  • Address member and management inquiries and concerns ensuring timely and quality issue resolution and service delivery.
  • Respond to all facility inquiries and complaints, assess problems, and take the necessary corrective action.
  • Coordinate with outside contractors for the service and repairs of equipment.
  • Communicate frequently with clients, management, and vendors to resolve issues and provide project status updates.
  • Provide full administrative support, including phone support, typing, reports, filing and distribution of correspondence.
  • Ensure office is stocked with office supplies and other required items to maintain the club.
  • Monitor and maintain the facility maintenance work order system and prepare monthly reports for facilities manager on status of work orders.
  • Maintain the facility purchase order system Promote and foster positive relationships with occupants and owners and track service calls as required. KEY COMPETENCIES
    
  • Communication Proficiency (oral and written)
  • Customer Focus
  • Initiative
  • Sense of Urgency
  • Multi-Tasking
  • Detail Oriented
  • Financial Knowledge
  • Time & Project Management Skills
  • Team Orientation
  • Technical Proficiency
  • Problem Solving/Analysis
    EDUCATION
    • Associate's degree or Bachelor's in facilities management, building, business or other related field required A minimum of 3-5 years relevant experience, preferably in commercial real estate CMMS/Work Order Management experience is preferred. ADDITIONAL ELIGIBILITY QUALIFICATIONS:
      • Excellent computer and systems knowledge; Strong literacy in Microsoft Office Suite (MS Word, Excel, PowerPoint)
      • Strong discipline of financial management including financial tracking, budgeting and forecasting Previous customer service experience
        PHYSICAL DEMANDS:
        
        The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for 50% of the time; and extend hands and arms in any direction.
        
        OTHER DUTIES
        
        This job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time with or without notice. Note: This job description includes the core responsibilities for LSF. These duties may have slight modifications based on the locations needs.

Keywords: Lakeshore Sport & Fitness Lincoln Park, Chicago , Facility Coordinator, Other , Chicago, Illinois