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Facilities & Ops Coordinator

Company: WebMD
Location: Newark
Posted on: March 20, 2023

Job Description:

Position at WebMD
WebMD is the most recognized and trusted brand of health information and the leading provider of health information services, serving consumers, physicians, healthcare professionals, employers and health plans through our public and private online portals and WebMD the Magazine. The WebMD Health Network includes WebMD, Medscape, MedicineNet, eMedicine, RxList, and Medscape Education. Our consumer portals and mobile health applications provide engaging, relevant and credible health and wellness information, personalized health assessment tools and access to online communities.

WebMD is an Equal Opportunity/Affirmative Action employer and does not discriminate on the basis of race, ancestry, color, religion, sex, gender, age, marital status, sexual orientation, gender identity, national origin, medical condition, disability, veterans status, or any other basis protected by law.

Position Overview:

The Facilities and Operations Coordinator's focus is to extend excellent customer service while providing comprehensive facilities support for office operations, including responding to and fulfillment of all facilities related requests, complete interior office structure and maintenance, mechanical, electrical, plumbing , furniture, fixtures and equipment, internal and external relocations, vendor and outsourced contractors procurement and coordination, asset inventory management, review of vendor service level agreements, work order data analysis, vendor performance reporting, and cost analysis, oversee activities of vendors and contractors as required, preparing and processing documents, invoices and work orders, review vendor contracts prior to submitting for approval by management, coordinate and complete day to day operation tasks, and front office administration support (when required) for all assigned location(s). Supports Facilities management team as necessary and perform tasks necessary for the overall success, increased efficiency and productivity of the department and organization.

Facilities and Operations Responsibilities:

  • Coordinate and complete day to day facilities operations related tasks
  • Complete daily AM & PM rounds/walkthrough of facility to ensure proper operation, cleanliness and order, checking Server Rooms, IDF Rooms, Conference Rooms, Pantry and storage areas; stocking all department specific equipment with paper, toner , etc.
  • Coordinate and supervise vendors/contractors responding to preventative and reactive work order requests from commencement through completion
  • Handle all ordering and stocking of pantry, mailroom and copy area supplies and materials
  • Coordinate modifications, and installations of facilities related equipment, furniture, fixtures and systems, with limited interruption to employees.
  • Manages standard department related projects from planning to execution and works directly with manger/Sr.Director and other business units to complete department related CAPEX projects
  • Provide administrative support to the Facilities Operations Management team in the day-to-day processing of related paperwork required such as Work Orders, Invoices, Proposals, Contracts and Purchase Orders
  • Manages Facilities Requests Tracking System and input facilities related information for onboarding employees
  • Responsible for responding to, fulfilling and following up with customers on requests and projects
  • Manages computerized HVAC management system, including site matrix & vendor data, and reporting functionality to generate work order data reports
  • Liaison with Building Management on all freight reservations, site service requests (lights, restrooms, cleaning, etc.)
  • Maintain PM schedules for all equipment and operating systems, ensuring all work is completed on time
  • Responsible for all mailroom, shipping and receiving tasks
  • Responsible for issuance of security badges for all new hires, contractors and visitors/guests
  • Work with site managers to coordinate internal and external relocations; updating floor plans to reflect all requested changes.
  • Ensures corporate adherence for procurement of services, including quotation & proposal requirements, scopes of work and service level agreements
  • Create and review weekly site status report with manager
  • Maintains monthly and quarterly reports, service technician's logs, and monthly schedules
  • Coordinate and schedule service technicians work schedules
  • Assists in the setup, movement of furniture, materials and equipment as required
  • Assist in maintaining an accurate database of all service related files and logs
  • Ensure all equipment information and reports are kept up to date
  • Provides all necessary data to assist Facilities Manager in the development of business cases for facilities Projects
  • Supports business continuity by coordinating response to catastrophic events (e.g. hurricanes, floods, ice storms, tornados, earthquakes, etc.) as well as localized emergencies (e.g. fire, break ins, car, building, etc.)

    General Responsibilities include :
    - Printer and copy center maintenance
    - Receives, sorts, and delivers mail and packages around the office: USPS, UPS, and FedEx
    - Prepares outgoing FedEx shipments and labels
    - Maintains conference room appearances and technology
    - Sets up and breaks down seating, equipment, and technology for events
    - Minor building repairs (paint, furniture repair, etc.)
    - Provides support for New York, New Providence, Lyndhurst, and Clifton offices
    - Supports onboarding process by assigning and preparing new hire seating location, providing initial supplies, and creating access badges
    - Passes out everyday supplies
    - Orders and maintains proper inventory levels for mailroom
    - Maintains mailroom and flow of packages, keeping mailroom clean and organized
    - Answers and addresses Facilities help tickets via our First Aid ticket system
    - Supports Facilities with any other daily operations
    - May require heavy lifting (Up to 100 pounds)
    - Must be willing to work occasional overtime/weekends

    Administration Responsibilities:
    • Works with Front Office Assistant to ensure accurate billing for all departmental invoices, ensuring charges reflect submitted vendor work orders
    • Maintain Work Orders for verification on all contractor billing outside of standard service agreements
    • Cover reception as required (site specific); Maintains Switchboard for incoming calls and dispatch calls internally
    • Completes filing of all department paperwork
    • Maintain all departmental logs and creating reports as requested
    • Maintain, review, respond, and handle all service requests via the Facilities Request- e-mailbox (i.e. catering, conference room request
    • Screen solicitors and direct visitors

      • Strong organizational and communication skills
      • 2 plus years experience in operations/facilities/customer service or related area
      • Attention to detail

Keywords: WebMD, Newark , Facilities & Ops Coordinator, Professions , Newark, New Jersey

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