Facilities Coordinator

Summary:

Under the general supervision of the Property & Facilities Manager, the Corporation’s Facilities Coordinator is responsible for coordinating all aspects of the Corporation’s owned and leased facilities, ensuring they are well-maintained, safe, and functional by coordinating tasks such as, but not limited to, maintenance, repairs, and safety protocols.

Qualifications:

Education & Experience

• High School diploma or General Education Degree (GED) required
• Minimum of three (3) to five (5) years of relevant experience
• Computer experience, including but not limited to the following software: Microsoft Office (Word, Excel, PowerPoint), Microsoft Outlook (email), and internet browsers; Experience using Adobe Acrobat, Visio and online collaborative systems such as Microsoft Teams strongly preferred
• Experience with facilities management software preferred
• Record storage (paper & electronic) experience preferred

Knowledge, Skills & Abilities

• Working knowledge of building systems and maintenance procedures
• Basic understanding of electrical, plumbing mechanical concepts
• Working knowledge of health and safety regulations
• General understanding of building codes and Americans with Disabilities (ADA) requirements
• Ability to diagnose issues, troubleshoot problems, and find effective solutions to maintenance challenges
• Strong organizational skills required to include the ability to prioritize multiple tasks, manage schedules, and maintain detailed records
• Strong verbal and written communication skills to include the ability to communicate clearly and concisely with vendors, contractors, and internal stakeholders

Essential Duties and Responsibilities

Maintenance:

• Schedule and track routine maintenance tasks, including preventative maintenance for building systems, equipment, and facilities.

Vendor Coordination:

• Coordination and communication with external vendors that provide maintenance services.
• Work with Corporation Admin Contracts team member to confirm vendor meets insurance requirements.
• Obtain access for external vendors.
• Relay basic information to include location of work, resources, parking instructions, etc.
• Escalate issues to Property & Facilities Manager as needed.

Safety compliance:

• Follow safety policies, conduct regular building rounds, and address safety concerns.
• Always prioritize safety and risk management, and contact appropriate Corporation, and University personnel in case of an emergency.
• Active member of the Building Marshall team representing the Extended Learning Building.
• Required to become certified to drive Corporation Powered Cart.
• Drive Corporation Powered Cart.

Building systems oversight and support:

• Monitor building operating systems including HVAC systems, elevators, lighting, and ensuring their proper functioning.
• Conduct daily building rounds to capture aesthetics, signage, housekeeping and health and safety concerns/issues. Report findings and entering work tickets for corrective action.
• Support office space planning, including workspace allocation and office moves.

Tracking:

• Track maintenance activities and expenses related to facility upkeep.
• Provide regular reports to the Property and Facilities Manager
• Provide ongoing support in maintaining Facilities and Property Management paper and electronic files.

Communication and reporting:

• Provide updates on facility status, maintenance schedules, and any issues to relevant stakeholders.
• Meet regularly with Facilities and Property Manager to ensure a coordinated effort between all operational areas.
• Must be able to address customer service concerns in a positive, effective, and professional manner.
• Performs other duties as assigned.

Supervision:

• This position will not directly supervise but may provide general direction to student assistant(s).

Latitude and Judgment:

• Poor judgment in performance of duties may result in missed deadlines, complaints, poor customer relations, and potential rework.

Work Environment

• The work environment will include normal office conditions and daily use of a computer Visual Display Terminal (VDT).
• Must be able to walk around ELB and other buildings as well as grounds surrounding the buildings.
• Must be able to drive the Corporation cart.
• Time physically at the desk compared to time physically around the buildings/grounds will be split approximately 50/50 percent.
• Will be expected to work on-site during scheduled work time.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.
• Overtime and work outside of regular business hours may be occasionally required.