Facilities Coordinator

Dropbox San Francisco , CA 94118

Posted 2 months ago

Facilities Coordinator

San Francisco, CA

Company Description

Dropbox is the world's first smart workspace that helps people and teams focus on the work that matters. With more than 600 million registered users across 180 countries, we're on a mission to design a more enlightened way of working. Dropbox is headquartered in San Francisco, CA, and has 12 offices around the world.

Team Description

Our Office team is responsible for creating the unique Dropbox environment in our growing offices around the world. From San Francisco to Sydney, our office team locates, designs, and maintains our global campuses. Meanwhile, the Tuck Shop crew raises the culinary bar with every meal.

Role Description

As a member of the San Francisco Facilities team, you will interchangeably work independently and with an experienced, cross-functional team to manage and successfully execute multiple ongoing tasks and projects supporting the physical workplace demands for the San Francisco HQ office.

The ideal candidate will be an exceptional communicator, highly organized, detail oriented, self-motivated, and possess a well demonstrated ability to respond effectively to changing workloads and priorities. A positive attitude with the ability to think outside of the box will be critical in this dynamic, collaborative, creative, ever-changing, and sometimes ambiguous environment.

This position will work within the global Real Estate and Workplace Services team (REWS).

Responsibilities

  • Monitor, respond to, and execute tickets through work order system to ensure assignment and completion of tickets as needed while meeting SLAs

  • Provide stellar and compassionate customer service to employees raising facilities concerns and requests with clear communication, and a can do attitude

  • Act as liaison to the landlord for daily operations including COIs, vendor access requests, and one off requests

  • Serve as a point of contact for daily facilities vendors including janitorial, repairs and maintenance, and furniture

  • Provide as needed facilities support to cross functional teams for events, special projects, and any other office related needs

  • Use guidelines set by management to aid in implementation of preventive maintenance and life cycle optimization strategies

  • Maintain facilities PM schedule, services and contracts; ensure appropriate Facilities PM plan is associated with each asset requiring preventive maintenance

  • Ensure all purchase orders are receipted, matched, modified or re-issued within reasonable time frame to ensure compliance with both vendor contract terms and submission deadlines to Dropbox client.

  • Trains and follows up with vendors on billing procedures as needed; ensure copy of PO to each vendor as it contains Amazon invoicing and billing instructions

  • Responsible for maintaining Dropbox's facilities services and contracts. Provide strategic direction and leadership to on-site vendors and manage the daily operations of facility

  • Forecast and track monthly/quarterly finances; Encourage and develop new ideas and initiatives with all hard services suppliers with the objective of enhancing service levels and improving cost efficiency.

Requirements

  • 3+ years experience in a customer facing facilities coordinator position, preferably in an office setting

  • 3+ years customer service experience

  • Solid knowledge and understanding of MEP systems

  • Creative, critical thinker with advanced analytical skills

  • Excellent written and oral communication skills and the ability to meet tight deadlines and prioritize workloads

  • Self-motivated, able to work both independently and collaboratively within a team as projects dictate

  • Strong financial, contract management skills.

  • 1+ year experience managing vendors including coordination, trouble shooting, and adhering to a budget

  • Solid knowledge of property management, leases, construction terms and practices, with strong working knowledge of sophisticated building systems.

  • Nights and weekend availability may be required for special events and projects

Benefits and Perks

  • 100% company paid individual medical, dental, & vision insurance coverage

  • 401k + company match

  • Market competitive total compensation package

  • Free Dropbox space for your friends and family

  • Wellness Reimbursement

  • Generous vacation policy

  • 10 company paid holidays

  • Volunteer time off

  • Company sponsored tech talks (technology and other relevant professional topics)

Dropbox is an equal opportunity employer. We are a welcoming place for everyone, and we do our best to make sure all people feel supported and connected at work. A big part of that effort is our support for members and allies of internal groups like Asians at Dropbox, BlackDropboxers, Latinx, Pridebox (LGBTQ), Vets at Dropbox, Women at Dropbox, ATX Diversity (based in Austin, Texas) and the Dropbox Empowerment Network (based in Dublin, Ireland).


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