Facilities Operations Coordinator

2 weeks ago

Madison, Wisconsin, United States Omni Inclusive Full time

Client :
Omni Inclusive
Position Overview:
The Facilities Operations Coordinator plays a vital role in supporting and organizing all administrative functions within the Facilities team to ensure that equipment is properly enrolled, maintained, and calibrated according to established schedules and Standard Operating Procedures (SOPs).

This position assists in the planning and coordination of corrective work orders and preventive maintenance tasks. Additionally, the coordinator is responsible for creating and updating Standard Operating Procedures (SOPs) to enhance operational efficiency.


Key Responsibilities:
The Facilities Operations Coordinator will be accountable for the following essential functions:
  • Develop and manage monthly preventive maintenance and calibration schedules.
  • Prepare and oversee all documentation, ensuring the completion of follow-up activities, including updates, electronic record creation, approvals, and archiving.
  • Administer maintenance work orders, ensuring thorough documentation and timely follow-up.
  • Maintain an organized inventory of parts and document their usage in maintenance work orders.
  • Oversee the asset database, including equipment enrollments and status updates.
  • Generate and distribute comprehensive system reports.
  • Maintain controlled departmental records to ensure compliance.
  • Schedule and coordinate preventive maintenance activities with contractors and stakeholders.
  • Facilitate training on SOPs for contractors, ensuring adherence to the latest revisions.
  • Create monthly trending graphs for Building Maintenance Systems related to GMP equipment and manage daily GMP alarms.
  • Assist in drafting and revising facility SOPs to ensure high standards of documentation and procedure reliability.
  • Provide administrative support to the Facilities maintenance department during significant planned work activities.
  • Undertake additional duties as assigned by the Facilities Director.
  • All employees are expected to contribute to the upkeep of shared workspaces.
  • Regular and punctual attendance is a requirement for all employees.

Qualifications:
Experience:
  • Minimum of 3 years of relevant experience.
Education:
  • High School Diploma or equivalent required; an Associate's Degree is preferred.
Skills & Knowledge:
  • Proficient in Microsoft Word and Excel.
  • Strong decision-making capabilities with the ability to prioritize effectively.
  • Experience in managing teams and complex projects.
  • Familiarity with Equipment/System Validation and Qualification Activities.
  • Knowledgeable in Life Cycle Deliverables.
  • Experienced in writing protocols and SOPs, as well as involvement in Change Control and CAPA activities.
Abilities:
  • Strong problem-solving skills in a manufacturing context.
  • Ability to collaborate cross-functionally across the organization.
  • Proactive in building strong partnerships.
  • Capable of multitasking while maintaining ongoing activities.

Working Conditions:
This role operates within a professional office environment, utilizing standard office equipment such as computers, phones, and photocopiers.

Physical Requirements:
The physical demands outlined here are representative of those that must be met by an employee to successfully perform the essential functions of this position.

Work Hours:
Standard hours are from 8:00 AM to 5:00 PM.

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