Facilities Operations Coordinator

2 weeks ago


Bethlehem, Pennsylvania, United States InsideHigherEd Full time

Position Overview: This role involves providing essential administrative and clerical support to the Facilities department. The successful candidate will handle repair requests and manage work orders efficiently.

Key Responsibilities:

  1. Oversee the centralized call center and departmental systems for managing work requests, job costing, and inventory control.
  2. Coordinate communication through phone, email, and campus mail for repair requests.
  3. Process and distribute scheduled preventive maintenance work orders.
  4. Monitor and input labor, inventory, and vendor charges into the system.
  5. Prepare reports and ensure accurate transmission of charge data.
  6. Assist in maintaining the departmental work order database.
  7. Verify vendor invoices and ensure proper accounting procedures are followed.
  8. Compile utility readings and verify monthly bills for accuracy.

Support for CMMS System:

  1. Act as a resource for building managers regarding the CMMS system.
  2. Create custom queries and reports to assist lead technicians.
  3. Ensure data integrity within the CMMS by verifying entries from other departments.
  4. Facilitate training for new users on the CMMS platform.

Administrative Duties:

  1. Prepare and submit data collection batches.
  2. Monitor departmental purchasing cards for compliance.
  3. Provide backup support for clerical and receptionist tasks.
  4. Assist in covering for colleagues during absences.

Month-End and Year-End Coordination:

  1. Prepare inventory check sheets and conduct physical inventory counts.
  2. Audit inventory counts and implement necessary corrections.
  3. Communicate with departmental teams to ensure timely data input.
  4. Transmit finalized data to the accounting system.

Qualifications:

  • High school diploma or equivalent experience.
  • Three to five years of relevant work experience.
  • Strong analytical and problem-solving skills.

Special Considerations: This position may offer partial remote work options as determined by the supervisor.

Application Process: Only complete applications will be considered. Ensure all sections of the application are filled out thoroughly.



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