Landscape Services Coordinator

2 months ago

Durham, North Carolina, United States Duke Health Full time

Landscape Services Coordinator

Work Arrangement: Regular

Occupational Summary

The Landscape Services Coordinator acts as the primary connection between the Facilities Management Department and various stakeholders on campus. This role is crucial in managing the planning, coordination, and implementation of maintenance, repair, and renovation tasks related to outdoor spaces and other campus facilities. Responsibilities include overseeing landscapes, pathways, outdoor structures, and other 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 during interactions with university divisions, keeping them updated on work order and project progress.
  • Maintain an up-to-date contact list of clients and occupants for effective communication.
  • Coordinate with after-hours personnel and evaluate after-hours service needs.
  • Conduct pre-event coordination and post-event evaluations, documenting meetings and generating reports.

Coordination & Planning:

  • Oversee services for designated areas, collaborating with clients on all tasks, including preventive maintenance and repairs.
  • Facilitate meetings to synchronize schedules for activities, encompassing preventive maintenance, repairs, landscaping, and unplanned tasks.
  • Adhere to the Work Order priority system and coordinate shutdown schedules to minimize disruptions.
  • Manage 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 Buildings and Landscape Services teams.
  • Supervise small to medium-sized planned renewal projects.

Administrative and Management Support:

  • Utilize the work order system to maintain work order history and track job status and maintenance expenses.
  • Assist in the planning and scheduling of materials and supplies under the guidance of Facilities Management supervisors and superintendents.
  • Confirm resource availability prior to scheduling work.
  • Maintain an inventory of materials and supplies.
  • Generate and present work performance reports, including overtime, equipment repair history, costs, and customer satisfaction metrics.
  • Identify opportunities for process improvement, scheduling efficiency, and performance enhancement.
  • Develop 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.
  • Gather feedback from stakeholders regarding performance.
  • Participate in emergency preparedness planning and response activities.
  • Attend professional and industry meetings to remain informed of current trends.
  • Perform other related duties as assigned.

Required Qualifications:

Education, Training, and Experience:

Position requires communication, coordination, and technical skills typically acquired through a high school education along with 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 (experience in higher education, healthcare, or manufacturing settings is preferred).

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 environment.

Demonstrated management, supervisory, and motivational capabilities.

Experience in planning work with multiple interdependent streams across various functional areas; ability to plan and schedule work, including determining staffing, equipment, and material needs.

Familiarity with computerized maintenance management systems (CMMS).

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

Experience in a workplace governed by a collective bargaining agreement.

Knowledge, Skills, and Abilities:

Proficiency in computer software, 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 other 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, are required.

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

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 aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include 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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