Project Coordinator in San Francisco, CA at Veolia North America

Job Description

ABOUT:

A subsidiary of Veolia group, Veolia North America (VNA) offers a full spectrum of water, waste and energy management services, including water and wastewater treatment, commercial and hazardous waste collection and disposal, energy consulting and resource recovery. VNA helps commercial, industrial, healthcare, higher education and municipality customers throughout North America. Headquartered in Boston, Mass., Veolia North America has more than 10,000 employees working at more than 350 locations across the continent. Please visit our website www.veolianorthamerica.com

Job Description

BENEFITS

Veolia's comprehensive benefits package includes paid time off policies, as well as health, dental and vision insurance. In addition, employees are also entitled to participate in an employer sponsored 401(k) plan, to save for retirement.  Pay and benefits for employees represented by a union are outlined in their collective bargaining agreement.  

POSITION PURPOSE

• Enovity, a Veolia company, is seeking a Project Coordinator for our client in San Francisco, CA. The Project Coordinator will have a minimum of five years of experience in facilities services, administrative assistance, high end hospitality or similar. Experience in technical writing may also be considered.
• This role will join a team of approximately 14 Facilities Engineers plus 1 other Project Coordinator—and our client team of approximately 5 Asset Services (property management) professionals.
• The collective team supports approximately 1.8M square feet of Class A research and development wet lab and office space in San Francisco.

PRIMARY DUTIES / RESPONSIBILITIES

• Support with On Site Facilities and Operations
  • Field a variety of day-to-day building and maintenance related requests and feedback.
  • Fulfill building access card/badge key request, maintain badge tracking and assignments following client access control card group process. Assist with badge audits review existing badges, add, delete, and activate badges as needed.
  • Coordinate with building engineers to ensure Work Orders (“WO’s”) are completed and updated in the computerized maintenance management system (“CMMS”) with accurate information.
  • Provide system-generated reports for WO metrics (for example WO’s per site, per work type, etc.) as requested and/or on prescribed schedule either monthly, quarterly, and/or annually.
  • Provide other system-generated reports for WO Metrics as needed; for example, report of open Tenant Request WO’s in advance of tenant meetings.
  • Periodically (monthly or as otherwise specified) conduct site walks/inspections with Janitorial vendor and Landscaping vendor. Report back to Asset Services Team and/or input WO for documentation and tracking.
  • Periodically inspect common areas to housekeeping items e.g. shipping pallets needing to be removed, damaged walls, clutter, etc.
  • Quarterly inspection of signage in common areas in need of replacement example Prop 65, exit signage, COVID19 signage.
  • Coordinate certain building projects including but not limited to signage updates, landscaping repairs, waste management, and janitorial.
• Assist Asset Services with preparing requests for Contracts, Purchase Orders, and or Additional Work Approvals.
  • Track status of such requests i.e. has draft Contract been received and or has it been fully executed?
  • Track expiration dates of Contracts. Work with Chief and or Senior Chief Engineer to proactively obtain vendor proposals to renew or extend service dates.
  • Prepare draft approvals for Additional Work Orders.
• Assist with updating and managing client’s tenant intranet portal (ARE HUB). This will involve:
  • Tenant contact management
  • Creating and uploading resources (for example, information on trash/recycling/composting or information on how to use and operate A/V equipment in shared conference rooms).
  • Assist with drafting tenant memo and notices for upcoming scheduled projects, PM’s and or R&M work.
  • Organize and maintain library of memo templates.
  • Support with any updates in HUB for tenant contacts, draft memos, invites via HUB.
• Accounting Support
  • Assist in Accounts Receivable activities on assigned projects.
  • Vendor invoice coding and Purchase Order issuance for assigned projects.
• General Administrative Support
  • Order office supplies and access cards.
  • Manage conference room schedule, calendar, and setup.
  • Support project document management as requested to include printing document updates from building engineers and file management in Citrix.
  • Ensure project proposals, folders and drives are properly labelled and saved appropriately in the correct folder
• In addition to the above, other duties may be assigned to you, but only to the extent that you are able to complete the above listed responsibilities.
• Takes on multiple accounts/projects/products across the business unit and manages and mentors other Project Coordinators.

Qualifications

Education / Experience / Background

• Associated degree or equivalent college education from an accredited institution.
• Five (5) years of experience in facility services, administrative assistance, high end hospitality or similar experience in a high standard, fast paced, large volume professional and customer service-oriented environment. Experience in technical writing may also be considered.

Knowledge / Skill / Abilities

• Preferred – experience working in SAP.
• Preferred – experience working in Angus Anywhere or other similar CMMS platform.
• Required – Proficient in MS Office Suite especially Outlook, Word, and Excel – as well as industry standard office equipment.
• Required – Excellent verbal and written communication.
• Preferred – Some proficiency in reading architectural, mechanical, electrical, and or plumbing drawings.
• Strong interpersonal and problem-solving skills.
• Strong organizational and administrative skills.
• Initiative-taking and proactive, focused on achieving results, motivated to provide excellent service.
• Must be dependable and able to multi-task with a strong attention to detail.
• Ability to work well independently and as a team.

Additional Information

DISCLAIMER:

The salary, compensation and benefits information is accurate as of the date of publication of this notice. The company reserves the right to change this information at any time, subject to applicable law.

We are an equal opportunity employer! All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

Disclaimer: The salary, other compensation, and benefits information is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, subject to applicable law.