Facility Services Coordinator / Full Time

Position Summary:

- Responsible for the Coordination of the Facility Services Department to include prioritizing work orders, clerical support and follow-ups with departments and residents for the Maintenance, Housekeeping, and Grounds departments campus wide.

Essential Functions:

- Set-up and maintain records of all work orders in PM Worx for entire Wesley Commons campus as well as ensuring that work orders are expedited in order of importance to the maintenance technicians. Processes completed work orders as they are turned in and/or follow up with the necessary staff to close out when needed.

- Follow up and provide feedback with residents and staff with work order requests to ensure their needs are met. Communicates with Director of Facility Services, Grounds Manager, Housekeeping Manager, and Maintenance Technicians on all uncompleted work orders. Schedules meetings with residents, as needed, for various concerns.

- Assist with implementing forms/systems to be used in the Facility Services department.

- Keep records via PM WorxHub for preventative maintenance program on a daily, weekly, monthly and annual basis. Adds additional information as requested by the Director of Facility Services.

- Contact vendors for Certificate of Insurance (COI), annual inspections and cleaning and other reasons as requested by staff and residents. Also orders supplies as needed for Facility Services Department.

- Provides clerical support for the Facility Services department including assisting other staff members with the use of computer applications. Maintain departmental files, manuals, invoices and distribution on meeting minutes.

- Assist with annual inventory and employee sales for the facility services department, as needed.

- Responsible for following up with contractors for quotes pertaining to renovations and/or repairs needed campus wide.

- Schedule and coordinate service calls between residents, outside vendors, and contractors when needed for repairs or requested services.

- Responsible for scheduling the Maintenance staff to handle areas of renovations where contractors are not needed. Also responsible for assigning work orders when needed.

- Assist with coordinating contractors to ensure project management for repairs, replacements, installation campus wide including, but not limited to: plumbing, lighting replacement, window blinds, appliances, flooring, countertops and sheetrock.

- Reconcile and code Visa statement for Housekeeping and Maintenance each month.

- Track and code Facility Services invoices for capitals, repairs, and/or general supplies.

- Adhere to all HIPAA guidelines.

Non-essential Functions:

- Assist with switchboard coverage at the Commons Building, as needed.

- Handles other such duties as requested, such as assisting residents and staff with the copy machine and computers in classroom.

Qualifications

Qualifications:

Valid driver’s license required; knowledge of safety practices of Wesley Commons. Good communications and interpersonal skills, strong verbal and written skills to effectively deal with people at different organizational levels including employees and residents. High school diploma with over two years’ experience in clerical field. Experience with computer programs such as Microsoft Word, Excel, and Outlook.