Office Services Coordinator

HGA is an award winning architectural, engineering, interior design and planning firm with an opportunity in our Milwaukee Office for a Facilities Coordinator. This role supports the day-to-day implementation of policies, procedures and programs that will ensure a well-managed, well-maintained, effective workplace, placing maximum emphasis on creating efficiencies, improving the workplace environment, cost control and timely response to the concerns and needs of the staff. Must possess excellent communication skills; initiative and judgment involved in assisting in problem resolution; the ability to think quickly and accurately. Must be highly organized to manage multiple projects simultaneously and be versed in all aspects of facility planning.

At HGA we work to foster an environment where diversity of thought, background and experience creates new energy. Through your curiosity, tenacity, creativity, and unique insights you can make an impact every day. That impact is felt by your colleagues, by our clients, and by those who inhabit the spaces we create.

ESSENTIAL FUNCTIONS AND RESPONSIBLITIES

Provides day-to-day operational management of all aspects of the workplace environment.
• Works with leadership and building management in the preparation and coordination of all maintenance programs relating to interior conditions and appearance of the facility.
• Participates in the selection of contracted services, vendor negotiation of service agreements. Oversees day-to-day vendor performance to ensure full compliance with standards established within the service agreement including but not limited vending, janitorial, furniture and facilities services.
• Works with design team to procure furniture, supplies and equipment and manages related contracts.
• Supports design team in the design and layout of office changes, maintains up-to-date seating charts and workplace drawings.
• Works with staff (design, facilities, IT, HR, etc.) in the planning and organization of internal and "building-to-building" moves. Involved with the selection of movers and other necessary specialty trade contractors/vendors. Liaison to various in-house support groups for moves.
• Coordinates with staff and building management to ensure timely completion of task order and work order requests. Provides prompt and timely communication and follow up.
• Assists and supports the Finance team on the day-to-day financial management of the property and maintenance of financial records and files, as needed. Assists with preparation of the budget, and financial reviews.
• Provides positive and prompt response to facilities requests from HGA staff. Continues ongoing communications with leadership, consultants and building management to ensure needs are being met.
• Prepares and coordinates fire, life safety and other safety programs. Communicates standards and protocols with staff as necessary.
• Works closely with the Office Services Coordinator on related tasks.

REQUIRED QUALIFICATIONS

• Bachelor's Degree or equivalent experience
• Minimum of 3-5 years of real estate/facility coordination or property management experience required.
• Strong computer, writing and communication skills.
• Proven analytical abilities.
• Strong multi-tasking skills and ability to proactively tackle assignments.

RELATED INFORMATION:

• This position will start at 32 hours per week with benefits included. There is potential for the position to become full-time as the office increases in capacity.
• Hours for this position can vary between 7:00am-4:00pm, Monday through Friday.
• To promote employee health and safety, and consistent with legal and public health guidance, HGA requires that all new hires report their COVID-19 vaccination status. This position requires full vaccination or a religious or medical exemption, approved by HGA consistent with applicable law.