Regional Facility Coordinator Lead

Lead Facility Coordinator

Key Purpose

The Lead Facility Coordinator is responsible for supporting operations, maintenance, PO creation, and invoice processing to ensure they meet the client contract requirements. This person works in cooperation with the Regional Operations Director and/or Assistant/Facility Manager, engineering, subcontractors, and ISS team to ensure account obligations are met in accordance with approved operating guidelines and budget includes overseeing a team of coordinators, providing mentorship, and acting as the primary point of escalation for operational issues.

Success Criteria

• Ensures that account facilities are operated and maintained in a cost-effective and safe condition in accordance with the approved customer’s requirements to fulfill contractual obligations
• Communicates operating philosophy, objectives, and expectations in a continuing effort to build the site team and leads cross-functional meetings to align team goals
• Work with Assistant/Facility Manager to maintain the operations budget for the Office Service, Custodial and Facility Maintenance operations
• Ensure facility statutory and regulatory compliance on the site
• Conducts activities using sound business practices to optimize expenditures, profitability and develops strategic initiatives to enhance operational efficiency
• Maintains open lines of communication with customers, alliance partners, FM team, operations managers, and represents the team in executive-level communications
• Uses internal systems to support the PO creation process and invoice processing within the guidelines provided and trains team members on system best practices
• Completes all training within the timelines provided and facilitates training sessions for new coordinators
• Complies with all company policies, procedures, adheres to company standards and ensures team-wide adherence through regular reviews
• Develops and maintains strong relationships with the client and vendors/landlords

Key Areas of Collaboration and Influence

• Communicate effectively with colleagues within the Business Unit and across the company so that information is disseminated effectively, participate in project groups, meetings as required, lead interdepartmental initiatives and project teams
• Account Organization – Lead coordinator oversees account organization and provides guidance to junior staff
• Risk Management and Compliance
• Customer Organization
• Local Excellence Functions – Lead coordinator mentors local excellence team members
• External Partners and Suppliers
• Account dedicated People & Culture, HSE, and Finance – Lead coordinator collaborates closely with People & Culture, HSE, and Finance teams for strategic planning

Ideal Candidate Experience

• Bachelor’s degree or 3+ years of experience in facility management, business or finance, including supervisory or team lead responsibilities. Understanding of budgets and invoice processing
• Strong communication skills; relationship development skills, multitasking, able to think outside the box, problem solver. Able to keep and instill calm. Ability to think big and attend to the detail. Proven leadership and team-building abilities; experience in conflict resolution and change management
• Strong computer proficiency skills with emphasis on knowledge of Microsoft products (Excel, Word, Project, Power Point), able to learn and work with different systems. Advanced proficiency in facility management software and reporting tools
• Excellent time management skills; Able to organize and work independently, demonstrated ability to oversee multiple teams, locations, and large-scale projects

Key Accountabilities

• Create purchase orders for multiple sites and multiple vendors. Own the order to cash process for assigned regions, support the PO and cash process for the entire team
• Create and assign above base quotes when necessary and applicable. Follow-up in a timely manner with feedback and review team quotes for accuracy and compliance
• Ensure delivery on contract promises and monitor team performance against contract KPIs
• Identify and leverage opportunities for improvement and best practice across the account working from the global/local concept toolbox and lead continuous improvement initiatives
• Meet deadlines associated with weekly, monthly and annual responsibilities and ensure team compliance with deadlines
• Collaborate with internal/external stakeholders to support the account and facilitate stakeholder meetings for critical issues
• Engage in a wide network of Account Excellence Managers to ensure steady flow of best practice sharing and drive best practice adoption across team
• Increase customer loyalty and satisfaction through service excellence

Physical Demands & Work Environment

• Long working hours
• Sitting at a computer for 75% of the time and participating in team supervision and management tasks
• Walking/Inspecting the site 25% of the time
• Must be able to lift a minimum of 10 pounds
• Must be able to work under pressure and time deadlines during peak periods and help team members manage peak workload and stress

HSEQ Compliance: All employees must adhere to Health, Safety, Environment, and Quality (HSEQ) policies and procedures to ensure a safe and compliant work environment. This includes following safety protocols, maintaining environmental responsibility, and upholding quality standards in all tasks. Employees are expected to actively participate in HSEQ training and report any potential hazards or compliance concerns.  

ISS offers full time employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program based on employment status. The annual salary range for this position is $80000.00  - $85000.00 . Final compensation will be determined based on experience and skills and may vary from the range listed above.

To Executive Search Firms and Staffing Agencies: ISS Facility Services / Guckenheimer does not accept unsolicited resumes from agencies. All unsolicited resumes will be considered ISS Facility Services / Guckenheimer property, and ISS Facility Services / Guckenheimer will not be obligated to pay a referral fee. This includes resumes submitted directly to Hiring Managers without contacting the ISS Facility Services / Guckenheimer Human Resources Talent Acquisition Department.

As a global organization, ISS Group is committed to making the international community more resilient and just for all people. We encourage diversity and inclusion in their broadest terms, including ethnicity, race, age, gender, gender identity, disability, sexual orientation, religious beliefs, language, culture, and educational background. We look to lead our industry by example and to positively influence the market wherever we operate. Lead Facility Coordinators are expected to champion diversity and inclusion within their teams and across the organization.