Facilities Services Coordinator

POSITION OVERVIEW

The Facilities Services Coordinator provides administrative support to the Facilities Services department. Responsible for office functions including but not limited to: work order coordination and system administration, security badge and access assignments, resident parking and storage records and facility database management, campus receiving functions, and overall general support services for the department.  Additionally, the Facilities Services Coordinator, assists with project activities of outside contractors in support of the Facilities Department.

This position is accountable to the Vice President of Capitol Projects and Facilities Management.

ESSENTIAL RESPONSIBILITIES (including but not limited to)

• Executes effective coordination and follow-through of the activities by producing and managing an integrated master calendar that are critical to the conduct of the organization’s business.
• Manages the meeting space calendaring system for the entire campus and is responsible for problem resolution between the Facilities calendar and any activities occurring on campus.
• Manages the flow of information including a high level of very sensitive materials, highly confidential in nature, with a high degree of discretion, via phone, email, inter-campus, and US mail to various committees, management, staff, residents and families, public, vendors, and other organizations.
• Coordinates productive and meaningful meetings for the Facilities Department. This includes scheduling meeting rooms, preparing agendas, sending out pre-work, catering (when needed), room set-up, equipment needs and takes and distributes meeting notes.
• Functions as the administrative assistant for the department (i.e. coordinating meetings and agendas, creating correspondence, reports, and other materials, assisting with projects, etc.)
• Assists with various campus wide projects under the direction of the Vice President of Capital Projects and Facilities Management. Assists with coordination of impacted departments throughout campus for the duration of the project. Monitors budget impact of project and helps identify cost savings.
• Monitors open purchase orders for requirement receipts, submittals, and change orders.
• Enters the receipt transitions within Financial Management Systems and attaching all receiving documents. Verifies received items match open receipts on PO. Works with Purchasing to resolve issues on product delivery and, or documentation. For service PO’s verifies work has been completed and enters receipts in Financial Management Systems and attaches the appropriate documentation.
• Assists with the set up and maintenance of training programs, safety and procedure manuals, and the safety supply inventory. Conducts Fire Safety courses, maintains licensure and process the associated paperwork within time limits set by the State.
• Plans and coordinates the effective and efficient office work flow and appropriate follow through of the Facilities Services department. This includes processing requisition request with proper coding in Financial Management Systems and monitoring status of requisitions. Processes expense reports on a monthly basis
• Expedites Room Reservation Forms and ensures documentation is within the scheduled queue for set up.
• Manages contracted database of electronic work order system and trains employees how to access/use the system. Assists Facilities Services with electronic devices including setup, training and problem solving.
• Manages database of apartment/unit inventory including specifications, medication, and preventative maintenance information.
• Processes resident terminations by updating apartment, parking and storage records. Maintains independent resident entry systems and updates resident’s ability to access independent living entrances.
• Assists with the programming and management of the access control database, CCTV monitoring and digital records management, and building physical security systems. Includes physical keys, electronic key systems, door contacts and alarm management systems.
• Partners with purchasing to source and purchase supplies for the Facilities Services department including facilitating vendor set up in Workplace.
• Assigns and documents resident parking spaces and electronic access systems to garages. Develops policies to manage parking.
• Completes other duties as assigned.

ESSENTIAL QUALIFICATIONS

• Knowledge of efficient office management techniques.
• Carries out responsibilities in a professional manner, resulting in the effective and efficient workflow of the department.
• Effectively organizes and prioritizes work to be done in a timely manner.
• Maintains confidentiality.
• Exercises independent judgement and make sound decisions.
• Demonstrates strong communication and interpersonal skills.
• Willingness to be flexible in hours in order to carry out the responsibilities of the position.
• Demonstrates leadership in the absence of a supervisor which fosters effective teamwork in meeting the mission of Oakwood.
• Provides excellent customer service skills towards vendors, residents and staff members.
• Works effectively with a variety of levels of staff and vendors.

EXPERIENCE, EDUCATION, AND/OR TRAINING

• High School diploma or GED is required.
• Proficient with Microsoft Office Suite including Word, Excel, and Outlook.
• Minimum 2 years’ experience working in customer service/administrative field.