Office/Facilities Coordinator (Temporary)

About Us

About the Company: Marcus & Millichap Company (MMC) is a real estate leader and pioneer with a diverse family of companies offering Real Estate Services, Real Estate Investments, and Real Estate Development. Each MMC company is a distinct fusion of real estate specialization and innovation, powered by a culture of loyalty that permeates throughout the Marcus & Millichap organization. To find out more about the company, visit www.mmcrealestate.com.

Please note, we are in a great location - near Caltrain - with restaurants and shops all within walking distance.

Position Overview

Job Description: We are seeking a temporary Office/Facilities Coordinator to support the Palo Alto office during the Facilities Manager’s leave of absence. This offers a unique opportunity to contribute to the operational excellence of the workplace on a temporary basis. Please note that the assignment is expected to last for 12 months; depending on business needs, the role may transition into a permanent position.

The Office/Facilities Coordinator will oversee the upkeep of the Company’s commercial properties and corporate homes. This involves collaborating with the appropriate manager and/or contact person and necessary vendors or service providers to coordinate maintenance, resolve repairs, and complete ad hoc projects. In addition, the Office/Facilities Coordinator will manage the visitation schedules at the Company’s corporate homes. To ensure smooth operations, the Office/Facilities Coordinator will approve building and corporate home invoices and manage annual office events. As needed, the Office/Facilities Coordinator will provide back-up coverage at the front desk (i.e., lunch/breaks, etc.). This role reports to the CHRO and temporarily assumes the operational responsibilities of the Facilities Manager.

This is a full-time position with in-office, daily hours from 8:00 a.m. to 5:00 p.m.

Primary Duties & Responsibilities:

The position involves the following:

Facility Maintenance:

• Arrange maintenance with vendors, including but not limited to, asphalt repair, carpet cleaning/repair, door repairs, elevator, fire extinguishers and fire sprinklers, repairperson(s), HVAC, janitors, landscaping, office furniture (ordering new/repairing old), security patrol, security system, window/blinds repairs, etc.
• Manage building repairs and maintenance projects
• Update the emergency procedures manual and disseminate information to building staff
• Order miscellaneous office supplies, as needed

Office Service Delivery:

• Ensure all open cube areas, storage/copy rooms, conference rooms, and mailrooms are kept orderly
• Coordinate and maintain phone system upgrades, as needed
• Issue/cancel keycards for new hires and terminated employees
• Keep track of office keys and the personnel who hold them
• Keep a log of all keycards and work with the IT department, as needed
• Contact the security company for system repairs, as needed
• Update the office contact list as necessary and disseminate the information to staff and the security company
• Set up new employee workstations (computer, network setup, phone, supplies, etc.)
• Identify space for employees, as needed
• Assist with an initial ergonomic assessment, as requested
• Provide front desk coverage, as needed

Client Relationship and Tenant Issues:

• Ensure tenant issues are resolved in a timely manner, and keep a log of issues communicated with tenants

Manage Corporate Homes:

• Manage reservations
• Bill guests for their usage monthly and track payments
• Oversee staff who maintain the corporate homes (housekeeping, gardener, etc.)
• Order supplies when needed
• Schedule repairs and keep a maintenance log for repairs
• Keep an inventory of the corporate home keys
• Maintain binders

Accounting:

• Approve Building and Corporate Home bills weekly
• Resolve billing issues with vendors and service providers
• Create budgets for the Building, Reception, Corporate Homes, and Events, yearly

Events:

• Manage annual office events, including the ordering of supplies (adhering to budgetary guidelines)

Other projects and duties as required

Knowledge, Skills & Abilities:

• Ability to work well with management, vendors, and service providers
• Solid written and verbal communication skills
• Professional and positive attitude
• Punctuality is required
• Customer service approach to interacting with all levels within the organization
• Proven ability to work independently
• Strong attention to detail and ability to effectively manage multiple projects
• Ability to solve problems and handle competing priorities and deadlines
• Experience in Microsoft Office Suite (i.e., Word / Excel) is required

Education & Experience:

• A bachelor’s degree is required
• At least 2 years of experience in a corporate environment

Physical & Environmental Demands:

• Stamina to sit and/or stand for hours at a time
• Ability to transport, lift, or carry essential work-related materials or items, up to 20 pounds
• Body mobility to access a standard office environment with shelves and drawers of varying heights
• Required to work in an office environment and be able to travel to other site locations and/or applicable locations, as needed

Other Notes:

• Temporary workers are not eligible to receive Company-sponsored benefits, except as required by law
• Temporary workers do not accrue paid vacation time or receive holiday pay