Facilities Coordinator

Description

Our client is looking to hire a Logistics/Facilities Coordinator for their Baltimore, MD location to support their upcoming office move.

• Review current lease.

• Get quotes from moving companies. See which moving companies fit your budget and can service your area. Check out our picks for the best office movers, and compare rates from at least three companies.

• Determine if you need moving coverage. Your business may depend entirely on a single piece of equipment or machinery that, if broken, could halt operations.

• Set a budget. Having a moving budget from the get-go will help prevent you from overspending-especially in areas where you can easily scale back, like forgoing professional packing in favor of having employees pack up their things themselves.

• Assemble a planning team. Have you designated a point person for the move? Does upper management need to be involved? Decide who should (and shouldn't) participate in the planning process and delegate from there.

• Lock in your moving date. Once you've confirmed your new office space, make a reservation with a moving company or secure other moving arrangements.

• Notify your current landlord. As soon as you confirm your company's move date, loop in your current property manager and let them know when you plan to terminate your lease.

• Create a moving plan. Draft a checklist of your move, including individuals involved, required action items (like setting up phone and internet installation), and deadlines.

• Assign responsibilities to team members. Assign leaders to coordinate the move, then divvy up to-dos among the larger group so that each employee knows which tasks to own.

• Notify all employees of the upcoming move. Set expectations for the move so employees know their responsibilities ahead of time and can plan accordingly.

Communicate externally

• Notify local partners, affiliates, and suppliers of your move. Will your relocation affect any partners or clients? If so, make sure they know your new contact information and how the relocation might impact project deadlines.

Plan ahead

• Review special-item office furniture or equipment. Consider any outstanding pieces of furniture that need to be specially handled during the move.

• Hire an interior designer. If your new office needs landscaping, decorating, or any other kind of aesthetic TLC, now is the time to make those arrangements.

• Order specialized equipment. If there's any equipment your company is replacing or upgrading that will take months to build or ship, order it now so it will arrive by moving day.

• Design a floor plan. Map out both your existing office and your new office to determine where to place equipment, desks, and furniture. If you have the information, consider things like the number and location of ethernet connections, power sockets, and common areas-that way, big items can be immediately placed where they belong so you don't have to shuffle things around later.

• Arrange for phone and internet installation. Find a company that can provide these services, and set up installation from there. If you're working with a full-service office mover, they can likely work with you directly to arrange this installation.

• Make a plan for setting up computers and IT systems. Confirm whether your IT staff can do this on their own or if you need to hire extra help.

Communicate internally

• Audit keys, parking passes, and access cards. Create a master list of every employee's keys and passes, and refer to it when you need to collect outstanding access cards before moving day.

• Research business insurance options. If you can't transfer your current policy to your new office, begin researching available options now.

• Purchase new furniture or equipment. You don't want your employees to walk in on the first day at the new office and see that same ratty, on-its-last-leg couch in the lobby from the last office. Use the opportunity to spruce up your furniture and decor. If you're expanding your workforce with your move, be sure to stock up on desk chairs, buy desks in bulk, and (most important of all) get that spike ball set for the break room ordered.

• Secure offsite storage. If your new office doesn't have space for your archived files or annual Christmas party decorations, reserve a storage unit nearby.

• Finalize plans with your moving team. Share a detailed itinerary for the days leading up to the move, especially if packing and hauling will begin while other parts of the office are still running.

• Order keys and access cards. Order keys for your new office in advance so they'll be ready to hand out on move-in day.

• Confirm internet and phone installation. Make sure you've hired a team to set up these services so that you can get back to business as usual as soon as you move into the new office.

• Confirm computer and IT services setup. If your team has the skills to set these services up, ensure that you've communicated internally to figure out who will tackle it. If not, double check that you've hired professionals who can.

• Pare down office inventory. If your office has any run-down furniture on its last leg or outdated office decor, do some spring cleaning and cut down on office inventory.

• Back up important documents and data. If you haven't done so already, back up your files. In case anything gets damaged during transit or has a hard time rebooting at the new office, be sure to save any essential documents or data pre-move.

• Survey your new office before moving day. If you already have access to your new space, we recommend inspecting it before you move in (to make sure there aren't wires dangling from the ceiling or lights that don't work).

Communicate internally

• Review your moving day schedule. Go over when the movers will arrive, who needs to be onsite to let them in, what items need to be ready for movers once they're there, who will be present during the move, and who will handle locking up the facility after the movers leave.

• Remind employees to pack up personal belongings. We recommend holding employees responsible for their personal items, but if your company provides employees with laptops, monitors, and other IT equipment, you may want to save these for your IT department or your professional movers.

Things to consider

• Load up on packing materials. If you're worried you won't have enough packing supplies, purchase extra and return unused materials later to avoid any last-minute scrambling.

• Stock up on surface protectors, moving blankets, or other preventative safeguards. Use packing materials to prevent paint chips, scuffs, dents, broken light fixtures, or other damage to both your stuff and your current office space

Skills

Logistics, Facilities management, Planning and organizational skills, Administrative support, Inventory, Office management, Customer service, Supply chain, Data management, Microsoft Excel

Additional Skills & Qualifications:

• Previous experience with facilitating an office move and managing logistics is required

• Previous experience coordinating services with BGE, Verizon, phone systems is required

• Microsoft Office Suite

• Detail- Oriented

• Office management experience is a plus

Experience Level

Intermediate Level

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent

• Maintaining an inclusive environment through persistent self-reflection

• Building a culture of care, engagement, and recognition with clear outcomes

• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email ~~~ (~~~) for other accommodation options.