Facilities Coordinator

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• Financial Rewards: Competitive base salary, incentive compensation which may include profit sharing schemes, retirement savings plan and the ability to participate in an Employee Stock Ownership Plan ("ESOP")
• Work/Life Balance: Paid time off including personal time, holidays and a generous paid parental leave program.
• Health & Welfare: Comprehensive insurance coverage including medical (traditional and high-deductible health plans), prescription, dental, vision, life, disability, Employee Assistance Plan ("EAP") and other supplemental benefit coverages.
• Individual Development: Upskilling and development opportunities through our global Leadership University, including unlimited access to 10,000+ e-learning courses focusing on ways to develop your employability, certifications, career path as well as the opportunity to participate in accelerated development programmes and both national and international mobility.

• Prepare and send department communications as needed for day-today facilities activities.
• Maintain departmental recordkeeping system including technical files, logs, records, and data.
• Prepares and tracks expense reports.
• Tracks and reports on departmental budgets as well develop strategies for cost reduction opportunities.
• Maintains department key performance indicators.
• Support with company events including planning and setup.

• Schedule and coordinate facility vendors coming on site.
• Ensures accurate paperwork, keys, and safety equipment are provided as needed to onsite vendors.
• Assists in ensuring all yearly training as maintained by vendors routinely on site.
• Signs all service completion documents upon departure of vendors.
• Verify invoice accuracy and on-time payments are processed.
• Ensure vendor setup in Airbus management systems for procurement of materials and services as well payment of invoices.

• Verifies and tracks all monthly utilities, leases, or services invoices that are received by accounting.
• Verification of goods receipt / service completion for invoice payment are detailed in MIGO within SAP.
• Prepares check requests as needed for payments.
• Ensure accurate coding of all departmental invoices for payment is within budget guidelines and properly categorized per GL.
• Reconciliation of past due accounts and year-end receipt of invoices.
• Develop department OPEX spending reports including forecasted spending for future years.

• Gathers and submits all information required for Appropriation Requests to be written and approved by management.
• Maintains and tracks all incoming expenses against the individual projects.
• Maintains and issues project numbers, issues purchase requests for project, tracks issuing of purchase order, and oversees prompt receipt of all ordered items.
• Prepares Capex reports as needed.

• Assist with quotes for goods and services and process purchase requisitions to support the Facilities team.
• Drives continuous improvement through developing key technology improvements related to handling facilities service center, inventory management, KPI measures, etc.
• Provide work order creation support as needed.
• Maintains all preventative maintenance and routine inspection records of equipment.

• Verifies fuel and defuel records, tracking, invoices, and reporting
• Logs all Aircraft receiving fuel and being defueled along with volume of fuel used and defueled, the type of aircraft being fueled and defueled, and the WBS number associated with each aircraft.
• Provides coding for all fuel invoices to ensure charging based on individual aircraft instead of charging full cost back to the cost centers.
• Provides totals and reports on an as needed basis for environmental/audit purposes for fuel used or defueled

• This position description is not intended to be all-inclusive and employee will also perform other tasks as assigned.

• High school diploma or equivalent
• Minimum of five (5) years of experience in prior administrative experience.
• Fluent knowledge of Microsoft Outlook and/or Google Workspace.
• Must have knowledge of budgets, and calculated actuals.
• Must demonstrate a high level of understanding of vendor support coordination.
• Ability to communicate effectively in verbal and written form in English
• Authorized to work in the US, Able to work in US without current or future need for visa sponsorship.
• 10% Domestic and International travel

• BA degree
• Minimum of four (4) years of experience in facilities operations.
• Experience in SAP, Preventative Maintenance records.

• Onsite: Flexible work schedule (1 day work from home per week) can be optional dependent on Manager approval.
• Vision: able to see and read computer screens and other electronic equipment with screens, able to read documents and reports daily.
• Hearing: able to participate in conversations in person and via teleconference or phone daily and to hear sounds on the production floor including safety warnings or alarms occasi.