Facilities Coordinator

Full-time Description

Under the direction of the Vice President of Facilities, the Facilities Coordinator will coordinate the services and schedules of the department and its staff to ensure all requests for IT and Maintenance are resolved in a timely, accurate and high quality manner.

Requirements

• Associate’s degree in Business Administration, Project Management or related field and/or equivalent experience is required.
• Minimum two years of related experience in customer service, dispatching and/or project management required.
• Basic IT knowledge is required.
• Knowledge of maintenance techniques, equipment and tools is preferred.
  
  

Supervisory Responsibilities

This position does not include any supervisory responsibilities.

Essential Job Functions

• Creates and maintains an efficient system for receiving work tickets: enters work tickets when service is requested and resolved, maintains preventative maintenance logs, accurate reports of cycle time, calls per technician and other important quality metrics to be reported on a daily basis.
• Plans the daily activities of Technicians in an efficient manner by dispatching the correct technician with the correct instructions and supplies to perform the work.
• Provides first contact and problem resolution for end users with hardware, software, database and application problems.
• Performs administrative tasks to include but not limited to the following: answering calls, data entry, spreadsheet creation, coordination of interdepartmental communication and calendar management, scheduling of meetings, etc.
• Provides on-boarding support to new hires to include creating emails, badge access while managing access control, and processing paperwork. Ensures that all access has been deactivated once HR department has notified that an employee has been terminated.
• Monitors and tracks contractual agreements of the agency and contractors to ensure services are being performed effectively and efficiently.
• Completes small project management assignments to include frequent customer service follow-ups by email and phone.
• Maintains inventory and warranty logs of major equipment and vendor lists with up-to-date information.
• Orders supplies, parts, tools and equipment after Supervisor’s approval.
• Ensures receipts, packing slips and other documents used in purchasing are properly coded and provided to the Finance department in a timely manner.
• Maintains in-depth knowledge of Help Desk supported products and services and identify needed training that will enhance and improve computing support delivered to customer.
• Performs other duties as assigned by supervisor and agency leadership.
  
  

Knowledge, Skills, And Abilities

• Attention to detail.
• Computer skills to manage a work ticket system, write letters, maintain spreadsheets, and submit e-mails and research using the Internet. Record keeping skills to maintain legible, accurate, up-to-date files so that information is readily accessible and researchable.
• Excellent customer service skills.
• Organizational skills to maintain an efficient system that regularly adjusts to meet the demands of the day and the priorities of internal customers.
• Record keeping skills to maintain legible, accurate, up-to-date files so that information is readily accessible and researchable.
• Ability to work a heavy workload, under pressure of conflicting deadlines and competing needs.
  
  

Physical Demands

Performs essential job functions in established office environment under normal lighting and climate control tolerance. Regularly required to stand, walk, touch, handle objects with hands, feel, reach, see hear and speak, and sit. Occasionally lifts and/or moves up to 40 pounds. Specific vision abilities required by this job include close vision, and color vision. The noise level in the work environment is usually moderate. This is a non-smoking workplace environment.

Special Conditions

Must maintain a valid driver license, vehicle registration, and appropriate state level of insurance, and good driving record. Must maintain reliable transportation with the ability to travel from administrative headquarters to all sites on a regular basis.

NOTE: The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be constructed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

Salary Description $19.46 - $29.18