Admin and Facilities Support Coordinator

The Admin and Facilities Support Coordinator is responsible for overseeing both the administrative and physical aspects of the organization or facility. This role is a blend of administrative and facilities support including coordinating maintenance and repairs, ensuring safety compliance, and managing office workspace for productivity.Responsibilities:Perform front desk receptionist duties: greet visitors, and answer and direct phone callsOversee and support all administrative duties in the office and ensure that office is operating smoothlyManage mail intake, delivery and record retentionManage kitchen supplies inventory, place orders as necessary and organization of the breakroomMaintain cleanliness of all shared office spaces including breakroom, meeting rooms and waiting areasOutlook administrator for meeting roomsManaging budget and tracking expenses for office supplies and equipment inventoryCoordinating and scheduling meetings and events that occur in Phelp’s office.Implementing and maintaining administrative policies and procedures and may involve training new staff of these procedures/systems.  May include tasks like data entry, report generation, and record keeping. Overseeing and key liaison for maintenance and repair activities for the facility, including office equipment and coordinating with vendors for facility needs Managing vendor relationships and contracts, such as security, cleaning and other facility-related services.Manage relationship and schedule of cleaning companyManage schedule and coordination of maintenance items for lease complianceManage team member security access for onsite security systemAssist walk-in customers by helping retrieve materials associated with small-scale purchase ordersProvide administrative support to CCO Personnel across a range of operational tasks, which may include:Manage folder inventory by breaking down and reallocating unused folders to key personnelManage project folders upon job completion, including uploading final photos and relevant documentation to ensure accurate record keepingProvide support with administrative aspects of service requests, as needed, to ensure smooth workflow and documentationAssist with daily reminder calls, as needed to clients regarding upcoming installations ensuring clear communication