Facilities & Logistics Coordinator

Fujitsu Frontech North America Inc.

Job Posting

Facilities & Logistics Coordinator

Pay Rate: 

Non-Exempt/Exempt:             

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SUMMARY

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential Functions of the position include, but are not limited to:

Facilities Support:

• Ensures equipment functionality and space safety following safety standards.
• Handles work orders, urgent maintenance calls and liaises with contractors ensuring problems are resolved quickly, efficiently, and safely.
• Processes bills for speedy payments to service providers and suppliers; keeps records on file.
• Implements preventive maintenance schedules and safety protocols for facilities and equipment.
• Assists with application for required environmental or facility permits.
• Manages kitchen supplies, facilities maintenance schedules, and expenses.
• Oversees cleaning, maintenance staff, and vendor relations.
• Provides administrative support and backup for Facilities Manager.
• Coordinates needed prep for meetings, events, and safety awareness activities.
• Participates in emergency preparedness planning team.
• Documents facilities related processes and keeps maintenance records.
• Keeps track of regular and ad-hoc facility expenses.
• Monitors maintenance budget spending.
• Maintains track of individual offices requirements, key lease date deadlines and communicates to management for plan of action.

Reception Support (Irvine Office):

• Manages calls, visitor reception, and common area upkeep with professionalism and in a friendly manner.
• Handles incoming and outgoing daily mail, signs for, and keeps logs of parcel deliveries.  Signs for palletized cargo pickups and deliveries through lab rear door entrance.
• Manages and replenishes office inventory.
• Manages office related event coordination.
• Supports office security and administrative tasks. Issues, checks, and collects badges as necessary.
•  Maintains visitor logs.
• Operates standard office equipment on a regular basis.
• Assists with a variety of administrative tasks including copying, faxing, taking notes, and making travel plans.
• Maintains the general office filing system.
• Prepares meeting and training rooms when requested.
• Answers phones in a professional manner, and routing calls as necessary.
• Assists colleagues with administrative tasks.

Logistics Support:

• Processes and codes large volumes of freight bills and resolves issues or disputes.
• Follows established ICP export control process and prepare documentation for international shipments.
• Maintains records for domestic shipments as well as any imports/exports shipments. 
• Maintains records of environmental logistics activities for the facilities.
• Ensures compliance with regulations and keeps records on file.
• Prepares FEDEX parcel shipments for domestic and international destinations.
• Works with carriers to prepare domestic and international heavy weight freight shipments.
• Tracks, monitors and assists to resolve any issues within transit shipments.
• Prepares monthly, quarterly and yearly Logistics reports for Management.

OTHER DUTIES AND RESPONSIBILITIES

• Collects related data in order to prepare key performance indicators (KPIs).
• Maintains and supports ISO procedures to reflect current processes for department. 
• Adheres to company policies, ISO requirements, safety and quality.
• Supports continual improvement efforts.
• Additional responsibilities as assigned.  This job description is not intended to be all-inclusive.
• Other, reasonable and related duties may be assigned to meet the ongoing needs of the organization.

QUALIFICATIONS

• Excellent Customer service skills – responds to requests for service or assistance, works well with customers, promotes a positive image of the company, strives to solve issues related by customers, meets commitment. 
• Excellent team player, problem solver with a high level of self-motivation and initiative.
• Able to meet deadlines on a consistent basis.
• Perform quality work within deadlines with or without direct supervision.
• Interact professionally with other employees, customers, and suppliers.
• Work effectively as a team contributor on all assignments.
• Ability to work independently (and with limited supervision) while understanding the necessity for communicating and coordinating work efforts with other employees and departments at all levels within the organization.
• Ability to multi-task and work under pressure.
• Strong organizational, analytical and problem-solving skills, along with excellent verbal and written communication skills.
• Ability to analyze detail and perform structured decision-making on a daily basis.
• Must be capable of managing multiple priorities effectively and be able to identify and recommend best course of action from several alternatives.
• Quality oriented.
• High degree of initiative and ownership, attention to detail, and the discipline to follow through on assigned tasks.
• Strong influencing, collaboration, and relationship-building skills both internally and externally with suppliers.
• Exceptional attention to detail and accuracy.

EDUCATION and/or EXPERIENCE

COMPUTER SKILLS