Facilities Furniture, Fixtures and Equipment Coordinator
2 weeks ago
In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.
Location:
Claremont, CA
Job Posting Title:
Facilities Furniture, Fixtures and Equipment Coordinator
Job Details and Requirement:
BASIC FUNCTION:
The Facilities Furniture, Fixtures and Equipment Coordinator performs a broad range of administrative duties supporting the Office of Facilities and Campus Services. Primary responsibilities will include, but are not limited to, general office administrative front office support, tracking, managing, purchasing, budget reconciliation and updating the furniture fixtures and equipment for the facilities department. The Facilities Furniture, Fixtures and Equipment Coordinator also helps support the report/data management for CMC and works closely with furniture and moving vendors.
Position reports to the Assistant Vice President for Facilities and Campus Services. Responsibilities are performed independently under the general supervision of the Assistant Vice President of Facilities and Campus Services.
The position requires strong organization skills, attention to detail, initiative, judgment and discretion. The successful candidate must have the technological ability and aptitude to work with the department's systems and external vendors, the capacity to manage multiple priorities, and work well in a diverse and fast-paced environment. Daily duties will change, as priorities and cyclical projects vary throughout the year.
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
ESSENTIAL FUNCTIONS:
Front Office Responsibilities:
The Furniture, Fixtures and Equipment Coordinator will perform the following essential functions at Story House Front Desk:
- Help answer the main Facilities telephone lines, forward calls, take messages/notify staff when appropriate. Responsible for closing office at the end of the day ensuring filing cabinets/key cabinet/doors are locked and phone is forwarded.
- Greet visitors, direct them to the appropriate person or handle as appropriate. Handles walk in/phone requests, contacting employees by radio when necessary and/or urgent.
- Input works orders when phoned in by CMC Staff/Faculty/Students or reported by Facilities staff via radio. If urgent, contact employees by radio for the next action to be taken (either to call a CFS shop or to relay a message to the requestor).
- Help oversee the CFS and vendor check-in process.
As Primary Administrator for furniture, fixtures and equipment:
- Input work orders received via in-person requests, phone requests, and email in regards to furniture, fixtures and equipment.
- Support Work Order system (CMMS) processes - including entering data, following up on progress, updating, closing and customer service for work orders per procedure.
- Track open work orders and re-prioritize as necessary in coordination with appropriate supervisors (less urgent work orders to become more urgent the longer they are outstanding)
- Coordinate assignment of open work orders, in coordination with appropriate supervisors
- Process vandalism and chargeable work orders and billing in coordination with DOS department per procedure.
- Review the Room Condition and Inventory Log.
- Help coordinate invoices for students in regards to room damage and/or furniture violation charges, distribute those requests for completion, and work with the Director of Student Accounts to process the invoices.
- Help coordinate with the Asst. VP in regards to furniture request, ergonomic evaluations and capital request furniture projects. Help gather estimates and floor plans for approval.
- Inventory all furniture across campus, academics, residential, dinning and staff locations.
- Research pricing for supplies and vendor services as requested by Supervisors
- Manage the furniture budget from approved capital projects list and renewal and replacement projects (SL)
- Research lead times and other purchasing timeliness concerns, communicate time frames to requestors as requested by Supervisors
- Maintain list of pending Work Orders and furniture request
- Manage vendors and moving teams when onsite.
- Work with faculty, faculty support and staff for any furniture request
- Assist Supervisors with punch-list walks as needed for projects
The successful candidate will also be able to perform the following essential functions:
- Take and follow directions.
- Work cooperatively with others.
- Receive and respond appropriately to constructive criticism.
- Display a positive attitude.
- Balance multiple tasks and priorities
- Performs other essential duties and tasks specific to the position.
EDUCATION:
Any combination of education, training and/or experience equivalent to High School Diploma or High School Diploma, GED or equivalent combination of education and experience is required. Bachelor's degree or some college course work is preferred.
EXPERIENCE:
A minimum of 3 years of job-related experience with increasing responsibility is required. Experience in private or public educational facilities is preferred.
LICENSES:
A valid driver's license or equivalent means of reliable transportation to off-site meetings and events is required.
A valid driver's license is required to drive College-owned vehicles and the ability to be insured under the College's authorized driver's policy.
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.
- Must possess strong technology skills and familiarity with Microsoft Office products.
- Must have the ability to work independently exercising discretion and judgment in the performance of job responsibilities as well as work collaboratively with team members.
- Excellent organizational, time management and attention to detail skills. Ability to manage multiple projects simultaneously.
- Proven, effective problem-solving skills.
- Must possess exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail.
- Responsibility for follow-up on actions based on various team projects.
- Ability to interact well with faculty, staff and students from diverse academic, cultural and ethnic backgrounds.
- Must be efficient in prioritizing work on simultaneous projects with an ability to meet deadlines.
- Demonstrate effective, accurate and clear communication with excellent/strong verbal, written, interpersonal, reading, phone, and customer service skills. Follow all written and verbal instructions, asking questions as needed for clarification of
- Must be able to process confidential information with discretion.
- Recognize limitations of time and skill to understand when to request assistance.
- Ability to work occasional scheduled and unscheduled overtime (including evenings and weekends).
CLASSIFICATION AND STATUS:
This is a regular, full-time, non-exempt position.
This is a benefits-eligible position.
Supervisor - AB1825: No
Mandatory Reporter - CA Penal Code: No
Responsible Employee - Title IX: No
Campus Security Authority - The Clery Act: No
Required On-site or Remote Personnel: No
During an emergency, Required On-site or Remote Personnel provide services that relate directly to the health, safety, and welfare of the College, ensure continuity of key operations, and maintain and protect College properties. On-site Personnel are expected to come to work in emergency situations unless they are specifically excused by their departments. On-site Personnel are required to report to Campus to perform required function. Remote personnel can continue operations without physically reporting to campus.
If yes, is this position:
On-Site: No
Remote: Yes
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