Administrative Coordinator - Facilities

The Facilities Administrative Coordinator serves as the Facilities department point-of-contact and coordinates routine facility maintenance, security and fire alarm systems, facility construction projects, regulatory compliance, and scheduled and unscheduled preventative maintenance of facilities and equipment. In addition, this position manages and maintains the SDS data base; performs all administrative functions for the facility operations team in a timely and organized manner; and assists the management team to achieve the department’s vision and objectives.

Essential Job Functions

• Oversees all information in the SDS data base, for electronic storage and retrieval, by entering new and updated information for all approved chemical compounds and approves data entry of other authorized personnel. Reviews breakdown of chemical composition and identifies the chemical is Hazardous Air Pollutant (HAP) or a Volatile Organic Compound (VOC). Responds to requests for SDS. Assists in records maintenance for regulatory programs (i.e. OSHA, EPA-Clear Air Act, etc.).
• Oversees scheduled and unscheduled preventative maintenance by serving as the point-of contact for team members, contractors and outside vendors. Coordinates scheduling for work to be performed, enters and tracks information relative to the work performed. Maintains the master filter list with updates for filter changes and notifies vendor of any changes in filter requirements. Coordinates inspections of various suppression systems, backflow (domestic and fire) systems, fire alarms, security system, lift equipment, cranes and hoist inspections, elevator inspection, etc. Receives calls, logs and dispatches and follows up on work performed. Oversees training and utilization of preventative maintenance software. Assists with the scheduling needs of maintenance and repairs of the Duncan properties.
• Performs all administrative functions for the Facilities team including answering the phone, taking messages, monitoring e-mail, typing, etc. Responds to requests or inquiries or notifies appropriate team member. Tracks usage and monetary value of utilities and receives and communicates potential practices to reduce consumption and cost. Evaluates, researches and reports inconsistencies in utility usage. Authorizes utility bills to be paid and codes appropriately for Accounting. Opens departmental work orders as necessary. Attends meetings as a department representative as needed. Monitors building leases as they expire and notifies appropriate personnel of increases. Reviews monthly financials for departmental overages. Reviews monthly parts reports for materials and parts misappropriated to the Facilities department and reallocates charges to appropriate department.
• Receives calls and/or documentation regarding malfunctioning equipment, assesses malfunction, and relays information for repair to appropriate team member or outside contractor. Receives notification of recalls. Communicates with department for downtime of equipment. Receives daily lift equipment checklist and reviews for work that needs to be performed and notifies appropriate team members to have work performed (i.e., vendor, vehicle maintenance, GSE, etc.).
• Responds to fire and security alarms assessing and determining type of alarm, determines action needed, and notifies appropriate team member and/or vendor. Serves as point-of-contact for scheduling preventative and general maintenance of fire and security systems. Oversees AMAG (security system) and camera systems. Oversees badging (LAA & company badges). Point-of-contact with Lincoln Airport Security. Oversees company key system.
• Performs other duties as assigned by management.
  
  
  

Job Specific Requirements

• Licenses/Certificates: Must have a valid Driver’s License and an acceptable driving record
• Attendance: Regularly scheduled attendance required; on-call for all facility emergencies
• Physical: Reads small print; hears sounds associated with mechanical deficiencies; repetitive motion; tolerates standing, walking, bending, kneeling, stooping, crouching, crawling, climbing and sitting
• Environmental: Tolerates working in noisy environments
  
  
  

Education And Experience

• High School graduate or equivalent required
• Business courses at a college level preferred
• One year previous office experience required
• Experience in facility/vehicle maintenance operations, environmental safety regulatory operations, workplace safety regulations or related experience required
• Proficiency with Microsoft Software (i.e. Word, Excel, etc.) and other software and data entry
  
  
  

Available Benefits

• Moving is expensive and hard work! Relocation Assistance is available for those that qualify.
• Duncan offers a comprehensive Benefits Package (Medical, Dental, Vision, Vacation/Holiday) that is available to team members on day one.
• Plan for your medical needs with a Health Savings Account (employer and employee contributions).
• Save for your future through our 401(k) program where you can begin contributions within your first 45 days, 50% match on first 6% contributed
• Enjoy Duncan Aviation’s On-Site Fitness & Health Clinics at the MRO locations
• Take advantage of a variety of In-House Training opportunities, or use Tuition Assistance to further your education.
  
  
  

Duncan Aviation is an Equal Opportunity and Affirmative Action Employer. EOE Minorities/Females/Protected Veterans/Disabled

Duncan Aviation is the largest, family-owned maintenance, repair and overhaul (MRO) facility in the world providing complete nose-to-tail services for business aircraft. We value the individual experiences and diversity of our workforce and are proud to be a Veteran-Friendly Employer. Individuals of all backgrounds, nationalities, disability status, and military service are encouraged to apply.

Are you ready for an Experience. Unlike any other? Apply today!