Facilities Coordinator

Overview

Facilities Coordinator

Reports to: VP Sales

FLSA Status: Non-Exempt

The Company

Texas AirSystems is the largest independent HVAC Equipment and Solutions provider in Texas. Our company has grown to five offices and over 600 employees throughout Texas, with headquarters in Irving, next to the DFW airport. We are proud members of ASA, ASHRAE, BOMA, CEF, TEXO & USGBC. We represent over 60 manufacturers, offering innovative systems with a flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value‐added solutions to their complex problems.

Our overall mission is simple: we want to create value and make a difference every day in our journey to be the best HVAC sales and service organization in North America. We believe we can succeed in that mission by being the BEST provider for our clients, the BEST partner for manufacturers, the BEST company for our employees, and the BEST investment for our current and future shareholders.

Responsibilities

• Conduct regular inspections of facilities to assess maintenance needs, safety hazards, and compliance with regulations.

• Coordinate and oversee facility maintenance and repairs, including HVAC systems, plumbing, electrical, and structural components.

• Coordinate and oversee facility set-up for company events, including COIs. Responsible for set-up of event space and tear down of event space.

• Coordinate and assist with catering for company events including ordering, receiving and clean-up of the space.

• Responsible for maintaining snack supplies, coffee supplies, and general supplies for departments and buildings.

• Responsible for ensuring equipment is in working order, properly maintained and associated supplies are stocked and organized.

• Manage relationships with external vendors and contractors, including negotiating contracts, obtaining bids, and ensuring quality of work.

• Respond promptly to facility-related emergencies and incidents, coordinating with internal and external stakeholders to resolve issues efficiently.

• Coordinate office moves, renovations, space planning initiatives and new hires working closely with departmental managers and external contractors as needed.

• Receive, organize and distribute all mail and packages that arrive at the facility.

• Assist in development and implementation of facility-related policies, procedures, and best practices to optimize operational efficiency and cost effectiveness.

• Provide support and guidance to staff on facility-related matters, including safety protocols, emergency procedures, and facility access.

• Researches and responds promptly to customer and employee complaints and keeps customers and employees well-informed of problem resolution.

• Ensures housekeeping in facility results in a positive internal and external customer experience by having exceptional cleanliness in the facilities and well-groomed grounds that always reflect positively on Meriton/Texas AirSystems.

• Builds and develops relationships with key suppliers, maintenance contractors, facilities contractors, etc.

• Back-up for Receptionist when out of office and responsible for coordination of breaks for Receptionist so front desk is consistently occupied for walk-in customers, vendors, and suppliers.

• Takes after-hours call to provide management support for facilities.

• Provide support to Technical Specialists in managing their schedules and communicating details in a timely manner.

• Responsible for completing data entry for warranty administration of VRF projects.

• Demonstrate behaviors which are aligned with the organization's core values.

• Perform other related duties as required and assigned.

Qualifications

• Associate's degree in business or related field, or an equivalent relevant year of experience. Bachelor's degree in facilities management, engineering, business administration, or a related field preferred.

• Proven experience in facilities management or a related field, with a strong understanding of facility maintenance, operations, and safety protocols.

• Knowledge of building systems, including HVAC, plumbing, electrical, and fire protection systems, as well as building codes and regulations.

• Excellent organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.

• Strong communication and interpersonal skills, with the ability to effectively collaborate with internal stakeholders, external vendors, and contractors.

• Problem-solving abilities and attention to detail, with a proactive approach to identifying and addressing facility-related issues.

• Proficiency in computer software applications, including Microsoft Office suite, and other business productivity tools.

• Flexibility and adaptability to changing priorities and deadlines, with a customer service-oriented mindset and a commitment to excellence in facility management.

Other Skills/Abilities

Language SkillsAbility to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization. Bilingual (English/Spanish) preferred.Mathematical Skills Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs. Reasoning Ability Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Mental stamina for problem solving and prioritizing multiple tasks.

Environmental Requirements

Will be required to work in an office environment and possibly, occasionally in the field.

Physical Demands

While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

Texas AirSystems is an Equal Opportunity Employer

Responsibilities

• Conduct regular inspections of facilities to assess maintenance needs, safety hazards, and compliance with regulations.

• Coordinate and oversee facility maintenance and repairs, including HVAC systems, plumbing, electrical, and structural components.

• Coordinate and oversee facility set-up for company events, including COIs. Responsible for set-up of event space and tear down of event space.

• Coordinate and assist with catering for company events including ordering, receiving and clean-up of the space.

• Responsible for maintaining snack supplies, coffee supplies, and general supplies for departments and buildings.

• Responsible for ensuring equipment is in working order, properly maintained and associated supplies are stocked and organized.

• Manage relationships with external vendors and contractors, including negotiating contracts, obtaining bids, and ensuring quality of work.

• Respond promptly to facility-related emergencies and incidents, coordinating with internal and external stakeholders to resolve issues efficiently.

• Coordinate office moves, renovations, space planning initiatives and new hires working closely with departmental managers and external contractors as needed.

• Receive, organize and distribute all mail and packages that arrive at the facility.

• Assist in development and implementation of facility-related policies, procedures, and best practices to optimize operational efficiency and cost effectiveness.

• Provide support and guidance to staff on facility-related matters, including safety protocols, emergency procedures, and facility access.

• Researches and responds promptly to customer and employee complaints and keeps customers and employees well-informed of problem resolution.

• Ensures housekeeping in facility results in a positive internal and external customer experience by having exceptional cleanliness in the facilities and well-groomed grounds that always reflect positively on Meriton/Texas AirSystems.

• Builds and develops relationships with key suppliers, maintenance contractors, facilities contractors, etc.

• Back-up for Receptionist when out of office and responsible for coordination of breaks for Receptionist so front desk is consistently occupied for walk-in customers, vendors, and suppliers.

• Takes after-hours call to provide management support for facilities.

• Provide support to Technical Specialists in managing their schedules and communicating details in a timely manner.

• Responsible for completing data entry for warranty administration of VRF projects.

• Demonstrate behaviors which are aligned with the organization's core values.

• Perform other related duties as required and assigned.