Facilities Coordinator

Location(s)

Details

Kemper is one of the nations leading specialized insurers. Our success is a direct reflection of the talented and diverse people who make a positive difference in the lives of our customers every day. We believe a high-performing culture valuable opportunities for personal development and professional challenge and a healthy work-life balance can be highly motivating and productive. Kempers products and services are making a real difference to our customers who have unique and evolving needs.

The Facilities Coordinator provides day-to-day onsite Facilities support for their assigned location and serves as the primary onsite Facilities contact for routine workplace and building-related needs.

This scope establishes the core tasks and responsibilities assigned to Facilities Coordinators. Responsibilities may vary based on the services provided at an individual location building management responsibilities vendor service arrangements and operational needs.

Facilities Coordinators are expected to identify and report Facilities-related issues initiate service requests when appropriate coordinate onsite activities within their assigned responsibilities follow up through resolution and escalate issues to Facilities Management when additional assistance approval or direction is required.

Position Responsibilities

• Serve as the primary onsite Facilities interface between the building/property management company Facilities Management site management and employees regarding facility maintenance and building-related matters.
• Complete the Daily Site Walk-through and Daily Checklist to identify maintenance safety cleanliness operational or other facility issues requiring attention.
• Submit work orders through the Facilities Request System for issues identified during daily site walks and issues reported to Facilities throughout the workday.
• Monitor Facilities work orders through completion follow up on aging or unresolved requests verify that reported issues have been addressed and escalate recurring or unresolved issues to Facilities Management as appropriate.
• Monitor the general condition and appearance of entrances common areas conference rooms workspaces breakrooms storage areas signage furniture and other areas within Facilities responsibility. Submit requests or take appropriate action when deficiencies are identified.
• Identify damaged or unsafe furniture fixtures and common-area equipment and coordinate repair replacement relocation storage or disposal as directed by Facilities Management.
• Notify Facilities Management of significant site issues recurring maintenance concerns vendor/service failures or other conditions requiring management attention.
• Communicate approved Facilities-related information to site leadership as requested including maintenance activities building service interruptions planned outages construction impacts or other conditions affecting the workplace.

• Maintain accurate occupancy data seating charts and departmental layouts in the approved space-planning system for the assigned location.
• Assign requested seating locations for new employees based on approved ServiceNow requests submitted by the employees manager.
• Coordinate employee moves small departmental restacks and workstation/office installations to meet evolving business requirements.
• Create and install nameplates for new employees at workstations and offices.
• Order replacement workstation keys (Easy Keys) as needed.
• When notified of an employee termination or departure remove nameplates from the assigned workstation and ensure the workspace is cleaned and ready for reassignment.

• Ensure breakrooms are clean and appropriately restocked each morning.
• Ensure ice machines and other Facilities-supported breakroom equipment are operating properly and report service issues when identified.
• Prepare coffee in designated breakrooms as required.
• Clean coffee pots and brewers daily.
• Clean coolers/refrigerators weekly or coordinate cleaning as applicable.
• Maintain appropriate inventory levels of breakroom and other routinely used Facilities supplies and reorder items as needed.

• Monitor janitorial service quality to ensure cleaning is being performed in accordance with expected site standards.
• Submit Facilities Maintenance Requests for janitorial deficiencies or address concerns with Property Management when janitorial services are managed by the building.
• Move shredding containers to designated pickup areas as required.
• Verify shredding containers are serviced according to the vendors scheduled pickup.
• Submit Facilities Maintenance Requests or otherwise report missed shredding pickups and other vendor service issues.

• Maintain copiers and other Facilities-supported office equipment including performing minor troubleshooting or repairs restocking supplies and contacting Canon or the appropriate service provider when professional repair is required.
• Order supplies related to Basic Office Services breakrooms copy paper and other Facilities-supported site needs.
• Order department-level supplies when requested and authorized.
• Monitor commonly used Facilities and office-service supplies to maintain appropriate inventory levels and reduce the potential for service interruptions.

• Request quotes from local vendors when needed and review quotes with the Facilities Management Specialist for approval.
• Coordinate onsite access for Facilities vendors and repair personnel as required.
• Escort vendors and repair personnel while onsite when required.
• Monitor vendor work while onsite to ensure the requested work is being performed and verify apparent completion of the work.
• Report incomplete work service deficiencies recurring vendor issues missed appointments or other vendor performance concerns to Facilities Management.
• Maintain basic reference information for local vendors and service providers used at the site including vendor contact information and records identifying vendors associated with equipment purchases installations repairs or other services when that information may be needed for future service or replacement.
• Coordinate approved after-hours vendor access or Facilities work when specifically requested by Facilities Management and confirm the status or completion of the work afterward.

• Issue visitor badges as needed and record required visitor information in the Teams Visitor Log.
• Receive new-hire and replacement employee badges delivered to the site via FedEx.
• Deliver received employee badges to the appropriate employee.
• Close related badge tickets in ServiceNow after confirming delivery to the employee.

• Support FedEx Express and Overnight shipping needs including assisting employees with FedEx access preparing outgoing shipments and receiving and delivering incoming packages.
• Receive all incoming USPS mail delivered to the location.
• Sort and distribute mail to departments located at the site.
• Scan and email mail requiring routing to another location or department to for final routing.
• Apply appropriate postage to outgoing mail using the postage meter or and ensure outgoing mail is prepared for USPS or courier pickup each business day.
• Participate in the established rotation for monitoring the inbox.
• During the assigned rotation review scanned mail received from multiple locations and route items to the appropriate department location or employee for processing.

• Assist with conference room setup when requested.
• Confirm janitorial cleaning has been completed as needed before meetings or events.
• Arrange chairs tables and other Facilities-supported room furnishings according to the requested setup.
• Identify and report Facilities-related conference room issues requiring repair or service.

• Maintain Facilities-related site records and reference information assigned to the Coordinator.
• Maintain vendor and service information associated with site equipment furniture fixtures purchases installations repairs or other Facilities activities when the information may be needed for future maintenance service warranty replacement or vendor reference.
• Maintain Facilities documentation in the designated system or location so information can be readily retrieved when needed.
• Ensure Facilities-related records handled by the Coordinator are kept current and provided to Facilities Management when requested.

Position Qualifications

• Associate degree and 3 or more years of related experience
• Standard office practices and procedures
• Shipping processes and delivery options for major shipping vendors USPS FedEx UPS including customs requirements
• Operating copying machinery and equipment
• Operating personal computers printers and related software packages e.g. email Microsoft Office suite
• Excellent written and verbal communication
• Must be self-motivated have attention to detail and be able to work without direct supervision
• Plan organize prioritize and manage workload based on applicable deadlines
• Relate effectively to others and as part of a team
• M-F 8 hours per day 8:00 - 4:30

The range for this position is $17.84 to $22.00 hourly. When determining candidate offers we consider experience skills education certifications and geographic location among other factors.

Kemper is proud to be an equal opportunity employer. All applicants will be considered for employment without attention to race color religion sex sexual orientation gender identity national origin veteran disability status or any other status protected by the laws or regulations in the locations where we operate. We are committed to supporting diversity and equality across our organization and we work diligently to maintain a workplace free from discrimination. Kemper is focused on expanding our Diversity Equity and Inclusion efforts to align with our vision mission and guiding principles. Kemper does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Kemper and Kemper will not be obligated to pay a placement fee.

Kemper will never request personal information such as your social security number or banking information via text or email. Additionally Kemper does not use external messaging applications like WireApp or Skype to communicate with candidates. If you receive such a message delete it.