Landscape and Facilities Coordinator

2 months ago

Durham, North Carolina, United States Duke Health Full time

Landscape and Facilities Coordinator

Work Arrangement: Regular

Occupational Summary

The Landscape and Facilities Coordinator acts as the primary point of contact between the Facilities Management Department and various stakeholders on campus. This role involves overseeing the planning, coordination, and implementation of maintenance, repair, and renovation tasks for outdoor spaces and other campus facilities. Responsibilities include managing landscapes, pathways, outdoor structures, and various exterior elements. The Coordinator is essential in building strong relationships with stakeholders and ensuring a collaborative working atmosphere.

Key Responsibilities:

Stakeholder Engagement & Communication:

  • Regularly interact with representatives and clients to assess their facility requirements and deliver exceptional customer service.
  • Act as a positive representative of the Facilities Management Department while liaising with university departments, keeping them updated on work orders and project progress.
  • Maintain an extensive contact list of clients and occupants for efficient communication.
  • Coordinate with after-hours personnel and evaluate after-hours service needs.
  • Conduct pre-event planning and post-event evaluations, documenting meetings and providing reports.

Coordination & Planning:

  • Manage services for designated areas, collaborating with clients for all tasks, including preventive maintenance and repairs.
  • Facilitate meetings to align schedules for activities, encompassing preventive maintenance, repairs, landscaping, and unforeseen work.
  • Adhere to the Work Order priority system and coordinate shutdown schedules to minimize disruptions.
  • Oversee regulatory, safety, and environmental inspections and audits.
  • Support life safety initiatives.
  • Assist in the transition of projects from the Office of Project Management to the Facilities and Landscape Services teams.
  • Supervise small to medium-sized planned renewal projects.

Administrative and Management Support:

  • Utilize the work order system to track job history and monitor maintenance costs.
  • Assist in the planning and scheduling of materials and supplies under the guidance of supervisors and superintendents.
  • Confirm resource availability prior to scheduling work.
  • Maintain an inventory of materials and supplies.
  • Generate performance reports regarding overtime, equipment repair history, costs, and customer satisfaction.
  • Identify opportunities for process improvements, scheduling enhancements, and performance optimization.
  • Foster strong working relationships with supervisors and staff to minimize service interruptions.
  • Promote sustainability initiatives within the Facilities Management Department.

Additional Responsibilities:

  • Provide support for other coordinators as needed.
  • Solicit feedback from stakeholders regarding performance.
  • Participate in emergency preparedness planning and response activities.
  • Engage in professional and industry group meetings to remain informed.
  • Perform other related duties as assigned.

Required Qualifications:

Education, Training, and Experience:

Work requires communication, coordination, and technical skills typically acquired through a high school education plus two years of specialized training in building trades, landscape services, or a related field.

A minimum of five years of direct experience in commercial or institutional facilities maintenance and operations is required, with a preference for experience in higher education, healthcare, or manufacturing environments.

OR

An equivalent combination of relevant education and/or experience.

Preferred Experience:

Five years of related leadership experience with a proven track record in a maintenance and operations setting.

Demonstrated management, supervisory, and motivational abilities.

Experience in planning work across multiple interdependent workstreams and functional areas, including determining staffing, equipment, and material needs.

Familiarity with computerized maintenance management systems (CMMS).

Working knowledge of the methods, materials, tools, and equipment used in typical facilities maintenance tasks.

Experience in a workplace governed by a collective bargaining agreement.

Knowledge, Skills, and Abilities:

Proficiency in computer software applications including MS Office (Word, Excel, PowerPoint, and Outlook) is required.

Excellent oral and written communication skills; ability to effectively communicate with a diverse range of audiences, including senior management, faculty, staff from various departments, students, and others.

Ability to establish and maintain positive relationships with customers and stakeholders is essential.

Strong organizational, planning, teamwork, and analytical reasoning skills, including data analysis techniques.

Ability to read and interpret architectural and engineering plans, diagrams, and specifications.

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunities without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aims to foster a community built on collaboration, innovation, creativity, and belonging. Our collective success relies on the robust exchange of ideas, which is most effective when the rich diversity of our perspectives, backgrounds, and experiences is embraced. To facilitate this exchange, it is crucial that all community members feel secure and welcome, that the contributions of all individuals are valued, and that all voices are acknowledged. Every member of our community has a responsibility to uphold these values.

Essential Physical Job Functions: Certain positions at Duke University and Duke University Health System may involve essential job functions that require specific physical and/or mental abilities. Additional information and provisions for requests for reasonable accommodation will be provided by each hiring department.

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