What are the responsibilities and job description for the Customer Service Coordinator position at Virginia Military Institute?
Title: Customer Service Coordinator
State Role Title: Gen Admin Manager I
Hiring Range: Based on qualifications & experience
Pay Band: 4
Agency: Virginia Military Institute
Location: Virginia Military Institute
Agency Website: www.vmi.edu
Recruitment Type: General Public - G
Job Duties
- Manage the Computer Maintenance Management System (CMMS) by coordinating work requests using in-house and contracted services.
- Responsible for ensuring proper data are loaded in CMMS for tracking and analysis.
- Utilize the CMMS to prioritize work requests and update customers both internal and external to the Physical Plant.
- Coordinate a Preventative Maintenance (PM) program that proactively identifies maintenance needs and act as liaison between external customers and maintenance supervisors.
- Coordinate with Physical Plant Supervisors to establish work schedules, coordinate work force, and set up return dates to perform work, using both in-house and contract resources.
- Coordinates Institute event support by assigning appropriate work orders as needed.
- Work with data collected in the CMMS, develop and analyze reports used to evaluate program success as well as identifying deficiencies in the organization.
- Provide superior and proactive customer support with feedback and status of work requests.
- Obtain and maintain state issued Purchase Card (Pcard) for the purpose of making approved purchases for the Institute.
- Keep accurate accounting records using Physical Plant established database system.
- Timely reconciliation of transactions using Bank of America Works system.
- Work with manager by properly maintaining the work order system to develop the annual budget for the entire Physical Plant organization.
- Ensure Physical Plant requirements or equipment needed are identified and incorporated into the annual budget process.
Personal
- The ability and demeanor to work professionally with personnel internal and external to Physical Plant.
- Uphold the established appearance and conduct standards to ensure the Physical Plant organization is represented in the highest level and respected in the VMI community.
- Report accurate man-hours and materials for proper tracking using CMMS.
- On occasion, required to work weekends to support VMI functions.
Minimum Qualifications
- Excellent customer service skills.
- Understanding of Computer Maintenance Management System concepts.
- Experience with Microsoft Office (Word, Excel, Outlook, etc.) and Adobe.
Additional Considerations
- Experience with Directline Megamation or other CMMS system.
- General knowledge in HVAC, Electrical, Plumbing, Painting, Carpentry, Waterproofing, Grounds Maintenance, Heat Plant, Housekeeping, Supply, and Motor Pool career fields.
Special Instructions
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
Contact Information
Name: Tamara Wade
Phone: 540-464-7322
Email: hroffice@vmi.edu
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.
Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer
