Facilities Coordinator I

Location US-IL-Elk Grove Village
Job ID
2018-8178
Category
Administrative Support
Company Name
Medxcel Facilities Management

Overview

Medxcel Facilities Management is here to lead the transformation of healthcare facilities management by incorporating a new approach to providing services. Created by healthcare, for healthcare, we have a dedicated focus on our people and customers, as well as providing tools, processes, support resources, data analytics and insource strategies that drive results.

 

The Facilities Coordinator I is responsible on a daily basis for ensuring the smooth operation of the office and administrative functions, as well as providing administrative support to the Director of Facilities, for Medxcel Facilities Management throughout the assigned working location of Elk Grove Village, IL. . This position administers office systems and services including vendor management, daily operations, voicemail systems, and clerical functions.  The coordinator is also responsible for any ad-hoc data input, as well as assistance in committee meeting preparation and reporting.

Responsibilities

Facilities Department Support

  • Present a professional, welcoming first contact to all clients, vendors, staff, etc. by phone, in person, and email. Responsibility for development & implementation of efficient office systems.
  • Responsible for keeping office equipment maintained.
  • Responsible for organizational functions and general meeting support: including arranging, follow up calls, maintaining office space schedules, securing food and supplies, copying + faxing.
  • Responsible for managing supplies and maintenance of storage areas.
  • Provide support for teams: staff travel arrangements and expense tracking, program and stipend supplies, etc.
  • Identifies and implements systems to streamline and gain efficiencies in work processes.
  • Organizes and coordinates projects, conferences and other events.
  • Participates in multidisciplinary meetings, committees, and projects addressing issues related to educational initiatives, conflict resolution, cost containment issues, implementation of new services/systems, and performance measures.
  • Responsible for meeting minutes & follow-up on action items.
  • Order tools and supplies as needed.
  • Works on special projects as needed.
  • Performs other duties as assigned.

Administrative Support

  • Track and help manage calendar, assist with meeting set up, and other duties as assigned.
  • Establishes and maintains various filing and records management systems.
  • Makes travel arrangements; prepares itineraries; prepares, compiles and maintains travel vouchers and records.
  • Reviews, proofreads, and edits documents prepared for the administrator's or executive's signature.
  • Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings.

Qualifications

Education/Work Experience

  • Three (3) years of office and related experience preferred.
  • High school degree required; BS degree preferred.
  • Within the scope of the job, requires critical thinking skills, decisive judgment and the ability to work with minimal supervision.
  • Experience working in the healthcare/facilities management industry preferred.

Knowledge

  • Strong understanding and  knowledge of administrative processes and terminology required.
  • Ability to work independent of supervision.
  • Ability to establish and manage relationships.
  • Ability to quickly learn new computer software.
  • Excellent problem solving and analytical thinking skills.
  • Strong written, verbal, and presentational communication skills.
  • Must be able to work in a stressful environment.
  • Expert proficiency of Microsoft Office applications (MS Word, Excel and PowerPoint) required.
  • Ability to set priorities and manage time amidst multiple tasks.
  • Strong administrative skills.
  • Excellent organization and planning skills.

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