Facilities Coordinator

This position provides facilities coordination and clerical support to the global Five9 offices. This includes all Five9 locations and employees. This is a full-time position and will report to the Director, Global Facilities.

This role is primarily responsible for the support and assistance of Five9 employees, to include and not limited to the following: Employee questions, concerns, and requests regarding: office supplies, workstation needs; Service requests; Hoteling or assigned workspaces; Coordinating response to facilities email alias; Event coordination; Customer service needs; Business card orders; Ergonomic equipment: Special accommodations; Conference room bookings; Purchase orders; Invoice processing; Vendor management; FedEx fulfillment and other duties as assigned.

Location - Onsite in San Ramon, California Five9 Headquarters Full Time Monday-Friday

Job Duties
Below are the primary areas of focus and essential duties. In addition to the duties below, this role also covers the Front Desk Administrator while on lunch or PTO (Paid Time Off).

Facilities

• Arranging repairs with Property Management team for routine maintenance requests (such as: temperature adjustments, scheduled maintenance, cleaning, access, recurring issues). Provide additional guidance to responding maintenance technicians such as: details of service request, communication to end-user, access, and escort throughout the facility
• Manage the ticketing system in Remedy Force: Assign and complete each task in a timely manner. Monitor all tickets are in progress, promptly communicate with end-user, and complete or close ticket in a timely manner
• Monitor department email alias: respond to requests and filter to appropriate team member for support
• Train all front desk staff. Create policies/procedures and operating manual for front desk
• Monitor personal Remedy Force ticket queue and complete work per SLA (Service Level Agreement)
• Coordinate with external vendors, and conduct cost analysis when purchasing new systems or services
• Familiarity with office equipment, furniture, and card access systems
• Physical Security: ensure access in compliance with Five9 Physical Security Policy. Arrange on and off boarding for individuals and coordinate with security vendors, IT, and update access within badging the system.
• To be successful in this role, you should be able to prioritize multiple and competing needs, prioritize safety and a welcoming environment for Five9 employees, guests, and clients.
• Manage vendor relationships to keep Five9 business operations running smoothly and efficiently
• Update SharePoint for Facilities and post information for public consumption on facilities policies, procedures, and frequently asked questions
• Manage departmental purchases and expenses to include invoice processing, requisitions, tracking payments, PO data entry, creating reports.
• Work closely with external department members, to execute projects and to ensure all requests are taken care of in a timely manner
• Provide excellent customer service, be well-organized, prompt and use sound judgment

HR (Human Resources) Onboarding

• Assigning cubicle/office. Help with setting up cubicle/office for new hires (i.e., chair, office supplies and new hire orientation folder, name plate).
• Send welcome e-mails to new employees. Present at new hire orientation and update PowerPoint, as necessary.
• Assisting with any special accommodation requests and workspace set up.

Events

• Coordinating caterer access for meeting or events. Set up and clean-up as needed.
• Assist with setting up and taking down for daily/weekly/last minute meetings or corporate events.

Property Management

• Liaise with property management at office buildings to provide services, as necessary.
• Managing Corporate Apartments: Managing the Apartment Schedule and Corporate Apartments. Coordinating requests with managers and Five9 employees from all Five9 locations globally.
• Supporting Global Housing Program Processing requests, gathering costs for approvals, booking housing and car rental, gathering invoices and receipts, communicating changes promptly with all parties, and other tasks as needed
• Driving to San Francisco Office as needed to restock supplies, check status of repairs, coordinate access for vendors, and submit any requests to property management
• This position must possess and maintain a must have a valid driver's license, insurance, and reliable personal vehicle for transportation
• Daily physical audits of the office to proactively identify any janitorial, maintenance, or similar issues.

Ordering office/break room supplies

• Ordering breakroom, toner, and office supplies, including special employee requests as needed.
• Stocking and maintaining all supplies.
• Filing and processing all the correct paperwork for billing.

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High school diploma with 3+ years of prior experience in facilities, property management or administrative work.
• Excellent communication, organization, and problem-solving skills.
• Must be exceptionally organized, structured, methodical, and attentive to detail and possess a high degree of follow-through.
• Proven ability to establish priorities among multiple tasks and work collaboratively with team members to achieve common goals.

• Ability to work independently with little supervision and effectively deal with a rapidly changing, fast paced environment.

• Proficient in MS Office Suite, Zoom, and Slack.
• Positive attitude and a willingness to learn
• Strong verbal and written communication skills across all levels of audiences
• Must be customer service and quality driven
• Must demonstrate proficiency in working collaboratively and cross-functionally within the organization to execute tasks under tight deadlines, demonstrating sound "relationship management" skills both within and external to the organization.
• Ability to lift/carry up to 50 lb. deliveries/boxes/furniture

Software Used

Brivo, Net2, Salesforce/Remedy Force, Outlook, Microsoft Office Suite, Coupa, SharePoint, badging software, Teams, Zoom, Expensify, Trip Actions, Booking Software, UltiPro, DocuSign, Slack, Calendaring, and other technologies as required.