Purchasing & Facilities Coordinator

Job Description

Job Description

William Raveis Real Estate, Mortgage & Insurance (WRRE) is the #1 family-owned real estate company in the Northeast and Florida. CEO William Raveis founded the luxury brokerage 50 years ago and has turned it into a multi-billion-dollar real estate powerhouse with more than 4,300 talented sales associates across 140 offices. WRRE is the only privately held firm offering the most complete set of best-in-class services: from buying and selling with state-of-the-art marketing tools, to renovating and staging, to mortgage, insurance and closing services.

Summary:

We are seeking an organized, self-motivated, and forward-thinking individual to join our company as a Purchasing & Facilities Coordinator. As part of our team, you will manage processes for the entire footprint of the company, coordinating with multiple departments to ensure smooth and timely deliverables. You will liaise with vendors, establish strong working relationships, and oversee projects from beginning to end, while adhering to project deadlines, scope of work and budgetary parameters.

Essential Functions:

• Responsible for administrative initiatives, creating purchase orders, processing vendor invoices & ensuring timely payments, dispatching maintenance requests for building specific issues and overseeing daily building services & grounds maintenance for all office locations including Headquarters.
• Monitor maintenance requests and assign work orders to appropriate staff, vendors, or other services providers; providing clear directions to ensure seamless execution of work within client environment with minimal disruption.
• Handle maintenance and purchasing of supplies; manage inventory levels by placing orders with suppliers when necessary.
• Process & fulfill office stationery and signage requests.
• Process administrative purchase orders, ensuring all supply orders are placed in a timely manner; ensure timely payment of invoices and review/track administrative spending activity.
• Maintain vendor contracts for HVAC, landscaping, irrigation, postage, cleaning etc.
• Place furniture and audio-visual equipment orders for office renovations, ensuring seamless delivery to align with project timeline.
• Ensure office cleanliness during and post-office renovations, communicating project timeline effectively to office staff. Maintain accurate records and photos of pre/post renovation for every office.
• Oversee daily building service maintenance at our offices throughout the footprint with high concentration on our headquarters including, but not limited to, janitorial, interior furnishings, fixtures, equipment, exterior grounds etc.
• Coordinate with internal departments to ensure all necessary information is available for procurement activities including shipping of orders through third-party carriers such as UPS or FedEx.
• Maintain records of all activities, monitor purchase orders and invoices to ensure that all invoices have been paid in a timely manner.
• Responsible for the administrative oversight of the front desk operations of our office locations, including account set up for new Office administrators and/or Marketing Coordinators
• Support the preparation of weekly facilities status report.
• Assist with lease-related documents, including letters of intent (LOIs), lease exhibits, amendments, and renewal agreements.
• Provide assistance in ensuring the accuracy and integrity of all lease data by entering and maintaining information in corporate databases and property management software.
• Assist with tracking critical lease milestones, such as rent commencement dates, lease expiration dates, and key option deadlines.
• Assist with tenant relations by handling maintenance inquiries, processing and recording rent payments, communicating important notices, and coordinating move-in and move-out procedures.

Required Knowledge, Skills, and Abilities

• A bachelor's degree or equivalent experience in procurement, facilities, project management, or a relevant logistics role
• Must maintain a valid driver’s license and be willing to travel throughout the Northeast footprint, on an as needed basis, typically 1-2 times per week.
• Strong interpersonal and supervisory skills, problem-solving personality with the ability to negotiate and build relationships with vendors
• Must be detail-oriented, and showcase strong organizational & project management skills
• Demonstrates forward thinking and anticipates challenges throughout the project timeline
• Ability to multitask and oversee numerous projects at once
• Excellent verbal and written communication skills
• Knowledge of real estate, facilities, telecommunications, furniture, accounting and building systems a plus
• Strong working knowledge of Microsoft Office Suite and experience with database management, reporting and compliance

Company DescriptionWilliam Raveis Real Estate: A multi-billion-dollar company for real estate, mortgage, and insurance and the nation’s #1 independent family-owned real estate brokerage in the Northeast and Florida according to Real Trends. CEO William Raveis founded the luxury brokerage 50 years ago and has turned it into a real estate powerhouse with more than 4,400 talented sales associates across 140+ offices. WRRE is the only privately held firm offering the most complete set of best-in-class services: from buying and selling with state-of-the-art marketing tools, to renovating and staging, to mortgage, insurance and closing services.

Company Description

William Raveis Real Estate: A multi-billion-dollar company for real estate, mortgage, and insurance and the nation’s #1 independent family-owned real estate brokerage in the Northeast and Florida according to Real Trends. CEO William Raveis founded the luxury brokerage 50 years ago and has turned it into a real estate powerhouse with more than 4,400 talented sales associates across 140+ offices. WRRE is the only privately held firm offering the most complete set of best-in-class services: from buying and selling with state-of-the-art marketing tools, to renovating and staging, to mortgage, insurance and closing services.