Facilities & Construction Systems Coordinator

Carle Health; Urbana (IL); On-site; USD 26,174 - 44,083; Full time

Job summary

Carle Health is seeking a Facilities & Construction Systems Coordinator to serve as an office coordinator and systems engineer for Procore and WorxHub. The role includes answering multi-line phone lines, tracking data, maintaining files, preparing contracts, and assisting with calendars and department invoices.

The position requires an Associate's Degree or 2 years in related field, plus 3+ years in application support and 5+ years in clerical/office management.

Qualifications

• Associate's degree or 2 years in related field in lieu of education
• 3+ years in application support; 5+ years clerical/office management experience
• Procore, WorxHub, and Grainger Safety certifications within specified timelines

Responsibilities

• Functions as system engineer for Procore and WorxHub, providing technical assistance, data entry, and reporting
• Update calendars, schedules, and manage conference rooms
• Manage department invoices, contracts, and vendor communications
• Maintain files, classifications, and library of vendor resources

Skills

Application support

Clerical

Office management

Education

Associate's degree or 2 years in related field in lieu of education

Tools

Procore Certification

WorxHub Certification

Grainger Safety

Job description

Overview

The Facilities & Construction Systems Coordinator serves as an office coordinator as well as systems engineer for the multiple Facilities and Construction systems including WorxHub and Procore. The coordinator answers multi-line telephone system and routes calls to appropriate trades, tracks and reports departmental data, maintains all files, records and updates policy and procedure manuals as required for DNV and IDPH. Tracks equipment coordination, procurement, responsible for all department invoices, prepares contracts, and assists with department calendars. Serves as a resource for the entire Facilities and Construction management team including administrative duties involving decision making and judgement.

Qualifications

Education: Associate's Degree or 2 years in related field in lieu of education

Work Experience: Application support 3+ years, Clerical 5+ years, Office management 5+ years

Certifications: Procore Certification within 6 Months, WorxHub Certification within 6 Months, Grainger Safety within 1 Year

Responsibilities

• Functions as a system engineer for Facilities and Construction systems including Procore and WorxHub providing technical assistance, data entry, and creating and distributing reports
• Perform administrative and analytical functions related to assigned construction technology tools, such as Procore, Strata Jazz, Bluebeam, and other systems as assigned
• Updates Facilities management calendar schedules and conference room schedule.
• Schedules meetings and conference rooms for internal management staff administrators, external guests and vendors.
• Responsible for all elevator inspection criteria including certifications, repairs and scheduling inspections
• Maintain Facilities staff credit card and processes credit card transactions
• Responsible for office stock ordering, ranging from pens and notebooks to uniforms for all Facilities staff, keeping track of uniform allotment per staff member
• Orders all appliances for the region including microwaves, refrigerators as well as miscellaneous items such as washer and dryer
• Monitors temperature tracking system, assisting with orders, and setting up new units
• Maintains/tracks conference rooms usage and responsible for updates for these resources including working with IT on conference room naming, resource information in Outlook
• Codes, tracks, assigns, and manages all department invoices.
• Addresses internal customers and external customers concerns with a positive attitude and routes concerns to appropriate management.
• Communicates effectively and timely with other departments concerning work orders, projects and coordination efforts.
• Catalogs and Maintains physical library of vendor resources/catalogs. Facilities print data materials and blue prints. Maintains virtual library of facilities vendor sources, online services and data.
• Creates and drafts documents, letters, tables, reports and forms using Microsoft Office and other technical software.
• Attends several facilities and construction leadership meetings offering system input and also tracking minutes
• Prepares contracts, for construction work, often collaborating with vendor for required information.
• Vendor management including yearly safety training, maintaining/creating process for tracking requirements, badge requests, correspondences to vendors
• Organizes and maintains department and project files.
• Retrieves all necessary information from files and databases.
• Provides telephone support for the department conveying professionalism and a good public image for the department.
• Responsible for tracking and trending the following: utility costs, maintenance costs, and equipment life cycles. Responsible for tracking and reporting maintenance personnel labor associated with capital projects.
• Maintains all files, records and updates policy and procedure manuals as required for DNV and IDPH
• Serves as a resource for the entire Facilities management team
• Also maintains all project related records, files and bids for proper documentation

• Follow up of documents, drawings, change orders and project correspondence
• Create and maintain project documentation
• Process and store digital and physical documents by project

About Us

Find it here.

Discover the job, the career, the purpose you were meant for. At Carle Health, we're committed to fostering a workplace where every team member feels valued, respected and empowered, where passion and purpose come together to positively impact the lives of our patients and our communities. Find it all at Carle Health.

Our nearly 17,000 team members and providers work together to support patient care across central and southeastern Illinois. We’ve grown to include eight, award-winning hospitals and a multispecialty provider group with more than 1,500 doctors and advanced practice providers. We’re developing the next generation of providers and healthcare professionals through Carle Illinois College of Medicine, the world’s first engineering-based medical school, and Methodist College. Carle BroMenn Medical Center, Carle Foundation Hospital, Carle Health Methodist Hospital, Carle Health Proctor Hospital, Carle Health Pekin Hospital, and Carle Health Hoopeston Regional Health Center hold Magnet® designations, the nation’s highest honor for nursing care. We offer opportunities in several communities throughout central Illinois with potential for growth and life-long careers at Carle Health.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class. Carle Health participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization. | For more information: [e-mail].

Compensation and Benefits

The compensation range for this position is $19.56per hour - $31.69per hour. This represents a good faith minimum and maximum range for the role at the time of posting by Carle Health. The actual compensation offered a candidate will be dependent on a variety of factors including, but not limited to, the candidate’s experience, qualifications, location, training, licenses, shifts worked and compensation model.Carle Health offers a comprehensive benefits package for team members and providers. To learn more visit careers.carlehealth.org/benefits.