Facilities Work Coordinator

4 weeks ago

Boston, United States Harvard University Full time

**Position Description**
- Reporting to the Manager
- Facility Operations Planning, the Facilities Work Coordinator is an essential member of the Facilities Work Control Group (WCG) with primary responsibility for procuring, overseeing, and coordinating the work of vendors and contractors directly contracted by the HMS Facilities Department; supporting HMS Campus Planning, Design, and Construction (PDC) teams in campus' maintenance, repair, and renewal project activities; and scheduling, coordinating, and overseeing building and campus-wide system shutdowns and outages initiated by the Facilities Department.
- Job duties include, but are not limited to, the following:

- Identifies and assigns all new work orders from the CMMS system to appropriate vendors and contractors.
- Oversee and coordinate activities of contractors and vendors contracted by the Facilities Department.
- Develops and administers vendor services procurement, including bid solicitation, vendor selection, contract creation, and invoice payments, for contractors and vendors for Facilities maintenance activities.
- Creates/modifies inspection programs and job plans for vendors and contractors in the CMMS system to identify required steps for technicians to perform necessary maintenance activities.
- Ensures work completion of vendors and contractors in the field, adds costs to the corresponding work orders, and closes out completed work orders in the CMMS system. These activities may include, but are not limited to:

- Oversee, coordinates and schedules HMS Facilities' contractors' and vendors' field activities and tasks.
- Provide vendors and contractors with directions and answers to ensure work is performed according to scope.
- Enforce and ensure compliance with HMS Safety protocols by vendors and contractors.
- Perform site visits to review the work of vendors and contractors to ensure that deliverables meet expectations.
- Prepare daily reports of work performed by contractors and vendors for work progress records, management briefings, and contractor and vendor performance assessments.
- Monitors and controls costs to ensure that contracted maintenance activities are within the contracted budget.
- Review and make recommendations for change orders to be submitted for management approval for changes in scope that will impact the timeline, scope, and/or final deliverable of the contracted vendor or contractor.
- Coordinates planned utility outages, shutdowns, and impairments initiated by the Facilities Department.
- Coordinates project interactions between the Facilities Department and PDC.
- Supports Maximo System improvements and updates.
- Creates and updates WCG SOP and flowcharts for the department's operations and interaction with the HMS community.
- Champions the maintenance, repairs, and renewal process for assets of the facilities and their infrastructure, such as the MEP systems that include, but are not limited to:

- Air Handling Unit Replacements
- Boiler, Heat Exchanger, and/or Pump Replacements
- Chiller and/or Cooling Tower Replacements
- Electrical Service Replacements
- Emergency Generator Replacements
- Pump System Replacements
- Fire Protection System Replacements
- As a member of the Emergency Response Organization (ERO), the incumbent is expected to be reachable 24 hours/7 Days per week to assist in person and/or remotely with campus and facilities-related emergency activities as necessary.
- Other duties as assigned.

**Basic Qualifications**
- Bachelor’s degree or equivalent work experience required
- Minimum of 5 years’ relevant work experience

**Additional Qualifications and Skills**
- 5-7 years of related work experience in the field of maintenance
- Knowledge of computerized maintenance management systems (CMMS).
- Skilled in organizing resources and establishing priorities.
- Skilled in budget preparation and fiscal management.
- Possesses a strong attention to detail with excellent time management
- Ability to communicate effectively, both orally and in writing.

**Additional Information**
- The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.
- Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
- The Harvard Medical School is not able to provide visa sponsorship for this position.**Work Format Details**
- This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Indivi

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