Facilities Management Support Provides support services to the Facilities Management Team. Responds to customer requests, resolves problems, coordinates a variety of department projects and activities. Performs budget responsibilities and detailed record-keeping for department analysis. Manages shipping, receiving, and mail delivery services, Janitorial Inventory and Future organization wide medical supplies and PPE Inventory.
Essential Duties and Responsibilities:- Interacts and communicates with outside contractors to provide information, coordinate schedules, and assist with seeking resolutions.
- Determines appropriate methods for storing and retrieving information for record-keeping and reporting.
- Works closely with the Assistant Vice President of Facilities to provide data analysis and create systems to collect, compile, and tabulate data for efficient department reporting.
- Responsible for coordinating the collection and removal of Hazardous Waste, Document destruction, Medical Gas service through organization.
- Obtains and maintains MSDS sheet for organization and works closely with vendor ensuring MSDS compliance; provides contact information to employees.
- Assists the Assistant Vice President of Facilities with preparation and management of departmental budgets and departmental accounts, including keeping detailed records of expenditures, routinely reconciling reports, and initiating/maintaining inventory for the department.
- Maintains audits and generates reports to ensure accuracy and integrity of the system.
- Updates the maintenance plan, as needed.
- Creates and maintains computer graphic maps of building systems such as fire prevention, alarm devices, HVAC locations, evacuation routes, and special project documents.
- Prepare departmental bid requests and project management files to assist the Assistant Vice President of Facilities in planning organization projects.
- Composes and edits contracts and specifications, distributes documents, notify of construction and vendors of projects and results.
- Updates and maintains current certificates of insurance for contractors and vendors.
- Maintains and creates departmental files including historical and current documents, OSHA, employee records, special events and calendars.
- Actively participates as a safety member of the organization safety committee, department safety committee, and other departmental events.
- Coordinates agendas, prepares materials, takes minutes and develops safety training modules for staff, faculty and administrators and trains safety leaders. Participates in various college standing or ad hoc committees.
- Coordinates the use of fleet vehicles. Distributes keys, documents usage and assignments, verifies drivers are on the authorized driver list, ensures safety and maintenance of vehicles, and maintains a database on the use and repair of vehicles.
- Maintains fuel storage volumes and records necessary for backup Generator buildings. Obtains bids, compares costs, performs analysis, and places orders as needed. Prepares reporting documents showing usage and annual comparisons.
- Coordinates the scheduling and records of state-mandated and inspections on boilers, elevators, fire systems, sprinklers, etc.
- Administers the Facilities work order system and preventive maintenance software. Maintain preventive maintenance schedules for facilities department employees.
- Provides shipping, receiving and delivery services.
- Performs other related tasks as required.
- Technical Skills
- Mechanical Maintenance: Troubleshooting, repair, and preventative maintenance of mechanical systems and facility equipmentHVAC: Basic maintenance, troubleshooting, and servicing of heating, ventilation, and air-conditioning systems
- Electrical: Basic electrical troubleshooting, repairs, wiring, switches, outlets, lighting, and electrical equipment
- Plumbing: Troubleshooting and repair of faucets, toilets, pipes, drains, fixtures, and other plumbing systems
- Carpentry: Basic carpentry, drywall repair, painting, door and hardware repairs, shelving, and general building repairs
- General Facilities Maintenance: Preventative maintenance, work orders, inspections, repairs, and facility upkeep
- Cleaning & Sanitation: Cleaning common areas, workspaces, equipment, and maintaining safe and sanitary facilities
- Mail & Delivery: Receiving, sorting, and distributing internal and external mail, packages, and supplies
- Tools & Equipment: Safe and effective use of hand tools, power tools, maintenance equipment, and diagnostic tools
Preferred Skills:- BilingualElectricianCarpenterHVAC Technician
- PlumberMechanical SkillsStrong ability to communicate and collaborate across an organization to meet business goals
- Aptitude to organize self-other team member activities.
- Demonstrated leadership, communication, problem solving, analytical, prioritization and multi-tasking skills.
Minimum Qualifications:
Office administration or a related field.
Three to five years of related experience, or a combination of education and experience commensurate with the requirements of the position.
Proficiency in word processing and database software and ability to learn and use a variety of personal computer software.
Working Conditions:
Conditions are those of a typical office environment, requiring frequent communication with external vendors and colleagues, the ability to enter data and written communications in electronic format in a timely manner. Mon-Fri 8am -5pm
