Facilities Coordinator

Joining Arup  

Arup’s purpose, shared values, and collaborative approach has set us apart for over 75 years, guiding how we shape a better world. 

At Arup, you belong to an extraordinary collective – in which we encourage individuality to thrive. Our strength comes from how we respect, share and connect our diverse experiences, perspectives and ideas.  

You will have the opportunity to do socially useful work that has meaning – to Arup, to your career, to our members and to the clients and communities we serve.  

Arup is a global privately held firm of designers, engineers, planners and consultants, who regularly come together to devise solutions that benefit not just our clients, but also the world. Arup’s culture looks a lot like the future: globally-linked, locally-focused, and radically innovative. Our focus is on shaping a better world and we’ve aligned ourselves with the United Nations Sustainability Development Goals.

The Opportunity

We are currently seeking a hardworking Facilities Coordinator who will be located in Los Angeles. This position will report to the local Facilities Manager in Los Angeles. The Facilities Coordinator ensures staff satisfaction through the delivery of Facility Management services and plays a fundamental role in monitoring and increasing customer satisfaction.

• Coordination of subcontractors for general office preventive maintenance and repairs, lead and supervise their work. Assist with the maintenance of contracts/agreements with all vendors. Ensure service level agreements with vendor contracts are being met. Address any concerns with vendors

• Monitor the work-order system to ensure requests are appropriate, prioritized, and completed according to departmental procedures.
• Address complaints promptly and tactfully, reviewing backlogged work orders to ensure all assignments are completed.
• Manage storage of materials and consumables to minimize office clutter and perform weekly office walkthroughs
• Assist with and take ownership of facilities tasks and projects within the West Geography and Americas region, ensuring they are completed in line with departmental procedures
• Assist Facilities Manager in estimating, controlling, and tracking operating budgets
• Review invoices, code to ensure accurate cost center accounting classification and submit for approval
• Coordinate the ordering of supplies (office supply orders, business cards, pantry stock, requests for special orders, etc.)
• Lead role identifying and implementing sustainability initiatives
• Assist with Health & Safety responsibilities including minutes, training coordination, etc. Ensure fire extinguishers, AED and other emergency equipment is up to date on inspection
• Support internal audits related to safety, sustainability, and facilities
• Assists and coordinates assessments for workstation ergonomics
• Assist with ensuring high standards are kept for all on-site catering and hospitality. Work with food vendors to ensure food and presentation quality
• Assist with the coordination, and execution of events (i.e. all staff meetings, vendor presentations, board meetings, etc.)
• Ensure staff satisfaction with delivery of Facility Management services and provide a lead role in monitoring and increasing customer satisfaction
• Perform Orientation for new hires
• Coordinate desk arrangements for new hires, moves, leaves
• Maintain updated seating charts and occupancy records.
• Administer the office’s security systems, including providing building and office access cards.
• Backup Front Desk attendant
• Collaborate closely with internal departments i.e.: IT, HR, Marketing, etc.
• Establish strong relationships with property managers, building engineers, building security and other building staff

Is this role right for you?

• Ideal candidate will have 3+ plus years of related experience in a professional services environment

• Strong interpersonal and communication skills essential for team-based working
• The ability to prioritize effectively, balance assigned work and exceptional organization skills required for our constantly evolving environment
• Must work autonomously with high levels of ownership over results
• High ability to understand others, anticipate to their needs and provide consensual solutions
• Strategic problem solver

Please note that all applicants must apply directly via the job portal. If this role is not quite what you are looking for, but you are interested in other opportunities for a future with purpose, please sign up to our Talent Community where you will be kept up to date with roles suitable for you to shape a better world.

What we offer you 

At Arup, we care about each member’s success, so we can grow together. 

Guided by our values, we provide an attractive total reward package that recognizes the contribution of each of our members to our shared success. As well as competitive, fair and equitable pay, we offer a career in which all of our members can belong, grow and thrive – through benefits that support health and wellbeing, a wide range of learning opportunities and many possibilities to have an impact through the work they do.  

We are owned in trust on behalf of our members, giving us the freedom, with personal responsibility, to set our own direction and choose work that aligns with our purpose and adds to Arup’s legacy. Our members collaborate on ambitious projects to deliver remarkable outcomes for our clients and communities. Profit Share is a key part of our reward, enabling members to share in the results of our collective efforts.  

Benefits at Work - At Arup, we have a comprehensive and valuable benefits program that works for our employees and their families while keeping costs low. These benefits provide health and welfare security for you as well as paid time off for rest and renewal. As a member of Arup, everyone shares in our success through a global profit share scheme (payments are dependent on the firm’s financial performance). Our Global Profit Share Plan (paid bi-annually) provides an opportunity for you to share in the success of the Firm. As a valued employee of Arup, you can also choose to participate in our 401(k) plan with up to 10% company match to help you save for your future 

Flexible Working - We believe that flexible arrangements create a more inclusive way of working that supports our diversity and the wellbeing of our people. Options for alternative schedules and the ability to work outside of the office for a portion of your workweek are available 

Los Angeles Hiring Range – The good faith base salary hiring range for this job if performed in Los Angeles is $68,000 to $75,000 per year. This range is commensurate with experience, educational background, and skill level. Benefits are not included in the base salary. Please note hiring ranges for candidates performing work outside of Los Angeles will differ.

Different People, Shared Values 

Arup is an equal opportunity employer that actively promotes and nurtures a diverse and inclusive workforce. We welcome applications from individuals of all backgrounds, regardless of age (within legal limits), gender identity or expression, marital status, disability, neurotype or mental health, race or ethnicity, faith or belief, sexual orientation, socioeconomic background, and whether you’re pregnant or on family leave. We are an open environment that embraces diverse experiences, perspectives, and ideas – this drives our excellence.  

Guided by our values and alignment with the UN Sustainable Development Goals, we create and contribute to equitable spaces and systems, while cultivating a sense of belonging for all. Our internal employee networks support our inclusive culture: from race, ethnicity and cross-cultural working to gender equity and LGBTQ+ and disability inclusion – we aim to create a space for you to express yourself and make a positive difference. Discover more about life at Arup at www.arup.com/careers/your-life-at-arup.  

Our Application Process 

We will be reviewing our candidates for this position on a rolling basis. Once you have applied you will be evaluated and potentially moved on to the next round, at which point a member of the talent resourcing team will reach out to you directly. 

Arup is an equal opportunity employer. All qualified applicants will receive consideration without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, spouse of a protected veteran, or disability. 

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