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HDR · 15 hours ago

Regional Facilities Coordinator

Charlotte, NC

Full-time

Hybrid

Mid, Senior Level

$52K/yr - $93K/yr

5+ years exp

HDR is a company committed to creating a welcoming environment where employees are valued and respected. They are seeking a Regional Facilities Coordinator to support various Real Estate projects, including move coordination, budget tracking, and vendor communication.

ArchitectureConsulting

Growth Opportunities

Hiring Manager

Kaitlin Friest, CIR

Responsibilities

Coordinate with corporate move manager for office relocations

Assist with the creation of phasing plans if required

Attend pre-move walk thru with move manager (with or without CRE PM)

Work with local offices on specific move coordination efforts such as providing direction on file archiving and general office clean up prior to move, and post move clean-up of existing facility

Assist with development of staff communications and or presentations as needed

Work with local office managers on processes to send internal and external move notices, ordering business cards, etc

Travel to project site for move weekend

Maintain Newforma project files to ensure most recent plans, emails, budgets, quotes, purchase orders, etc. are filed correctly

Interact w/ National furniture vendor and local contact for small furniture requirements and/or day to day service issues

Provide support to Real Estate PM on various tasks on office relocations and remodels

Attend project calls with contractors and internal end users and take meeting notes as required

Coordinate with Real Estate PM for disposal of fixed assets and/or transfer of fixed assets

Submit Telco Orders

Submit Capital project budget requests and location request forms to HR

Communicate with property management about building requirements, COI requirements, move schedules, keys, building access, and freight elevator/dock reservations for move weekends

Coordinate vendor COI requirements and forward them to property management

Review furniture quotes, enter requisitions, file purchase orders, update budget tracker with PO and invoice details

Review furniture invoices against PO’s, research and resolve discrepancies

Receipt invoices in EBS and submit to AP for payment

Research payment status when requested

Process all invoices related to projects within assigned region

Miscellaneous other invoicing and reqs: IT vendors (project related work only), building signage, JLL invoices, CBRE project management invoices, tenant improvement reimbursement invoices

Review and submit Fixed Asset transfers and / or disposals after a move occurs

Review and updated monthly CIP reports

Send final lease documents and checklists to DM/MP. Updating lease checklist after final floor plans completed, and after project close

At PM’s direction, provide feedback to office managers on the acquisition of plants, artwork, vending, safety requirements, appliances, and other common area items, as needed and in compliance with Real Estate policy and guidelines

Coordinate interior logo signage requirements between local office lead and HDR Branding

Coordinate exterior building signage between property management, local office lead, and other vendors as required

Coordinate rental furniture if needed

Coordinate utility set up and cancellation

Qualification

Budget trackingMove coordinationProject managementMicrosoft OfficeAdobe proficiencyClient-facing communicationTeam collaborationAdaptabilityCommunication skillsProblem-solvingAttention to detail