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Facilities Operations Liaison

2 months ago

Coral Gables, Florida, United States University of Miami Full time
Job Summary

The University of Miami seeks a highly skilled and detail-oriented Facilities Operations Control Representative to serve as a liaison to students, faculty, staff, and Facilities team members. This role is responsible for receiving reports of facilities-related matters on campus and utilizing various communication methods and the University's work order management system to dispatch and schedule Facilities technicians to address identified issues.

Key Responsibilities
  • Respond to inquiries and concerns from students, faculty, and staff regarding facilities-related matters, providing timely and effective communication.
  • Monitor and generate work orders through the University's work order management system, ensuring accurate and efficient dispatching of Facilities technicians.
  • Assist in the communication of general maintenance, major repairs, and shutdowns, utilizing various forms of communication to ensure timely and effective notification.
  • Maintain consistent and effective communication with administration, management, and the field team on day-to-day operations, as well as responding to planned or unplanned issues, utility disruptions, or emergencies.
  • Monitor alarm systems, such as energy, fire alarm, and lift stations, and ensure appropriate action is taken when alarm notifications are received to mitigate interruptions to University operations and life-safety issues.
  • Perform quality assurance review of work orders to ensure accuracy in work order components.
  • Resolve customer complaints or answer customers' questions regarding Facilities-related matters, including following-up on survey responses.
  • Serve as a liaison to students, parents, faculty, and staff regarding Facilities-related matters and status of work orders.
  • Work closely with University-approved contractors to dispatch issues and follow-up on status as needed.
  • Evaluate and assign proper Access Control levels to online requests for appropriate routing through approval process.
  • Notify on-call leader and mechanics of after-hour emergencies and communicate timelines for incidents, corrective actions, and resolutions.
  • Generate and send end of shift reports to inform Facilities team members of activities that transpired throughout the shift.
  • Support the creation of the on-call roster and the notification process. Distribute the on-call roster weekly via email and make changes to roster as needed.
  • Prepare & distribute holiday schedules for Facilities Operations and coordinate appropriate levels of coverage for business continuity.
  • Participate in departmental meetings and other University initiatives as requested.
  • Serve as an integral member of the University's plan for disaster preparation and recovery.
  • Position is essential personnel. Must be able to perform shift work, to respond to after hour's emergency call-in, and work in environments out of normal duties as needed.
Requirements
  • High School diploma or equivalent
  • At least (1) year of experience in related fields such as: Administrative, Customer Service, Facilities Operations, etc.
  • Must have proven emphasis on teamwork, cooperation, customer relations and leadership in problem solving.
  • Knowledge of Microsoft Word, Microsoft Excel, and Microsoft Outlook. Preferred knowledge of work order management system.
  • Skills in assessing, organizing, prioritizing, and multi-tasking.
  • Strong written and verbal communication skills.
  • Ability to work in a team setting.
  • Be accountable for all aspects of their role and continuously improve.
  • Demonstrates the willingness to take initiative and take on work tasks independently.
  • Strong attention to detail.
Equal Opportunity Employer

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.