Facilities Coordinator, MSSNC (FT Days)

Allied Services; Wilkes-Barre (Luzerne County); On-site; USD 42,000 - 64,000; Full time

Job summary

Allied Services is seeking a Facilities Coordinator to support the Campus Facilities Director. The role involves managing the Work Order system, maintaining confidential files, processing work requests, and developing job specifications.

You'll handle timekeeping, purchasing, and energy management across multiple buildings while coordinating with vendors and contractors. Qualifications include a Bachelor’s degree and 3–5 years of office experience.

Qualifications

• Bachelor degree required; minimum three to five years of office experience.

Responsibilities

• Manages Work Order Management system and dispatches mechanics for emergencies.
• Maintains Energy Management Program information for each building and equipment.
• Maintains purchase order system; coordinates vendor pricing and expedites orders.
• Processes timecards, leave requests, and keeps department time-off records.
• Assists in CMMS setup for buildings, vehicles, and divisions.

Skills

Office administration

Time management

Vendor management

Budget tracking

Education

Bachelor Degree

Tools

CMMS

MS Office

Job description

GENERAL SUMMARY

Under the supervision of the Campus Facilities Director, the Facilities Coordinator supports the Facilities Services Department by maintaining all the facilities department and confidential files; processing requests for work and projects; assisting in developing specifications for jobs; maintains/updates inspection records; and managing the Engineering computer network and e-mail.

Brief Description

GENERAL SUMMARY

Under the supervision of the Campus Facilities Director, the Facilities Coordinator supports the Facilities Services Department by maintaining all the facilities department and confidential files; processing requests for work and projects; assisting in developing specifications for jobs; maintains/updates inspection records; and managing the Engineering computer network and e-mail.

EDUCATION

Bachelor Degree required.

WORK EXPERIENCE

Minimum of three to five years of experience in an office environment required.

CHARACTERISTIC DUTIES & RESPONSIBILITIES OF JOB

• 25% Manages the Work Order Management system. Types work orders daily, prints daily reports, preventative maintenance, safety committee and monthly reports for divisional accountants. Responsible for having each engineering employee account for daily hours worked to be entered on system. Writes up work orders, distributes work orders, and dispatches mechanics for emergency situations. Maintains and tracks the Energy Management Program information for each building and associated equipment. (E)
• 10% Manages purchase order system by obtaining order numbers, maintaining contact with vendors to obtain pricing and expedite orders as necessary. Writes up all purchase requisitions and orders obtained in emergencies and sends to purchasing. Sends all invoices to proper accountants. Keeps track of moneys spent on projects, weekly purchase orders, and tools bought by facilities staff. (E)
• 8 % Establishes and coordinates employee work schedule to assure necessary staff coverage. Processes all timecard and pay documents for department staff. Charges out hours on time cards to divisions/departments. Processes vacation, personal and sick leave requests and maintains facility services department time off records. (E)
• 7% Monitors and inspects maintenance and security employee work performance to assure performance standards are maintained through use of computer reports. (E)
• 7% Assists department in setting up the CMMS system for each building, vehicle and division. An asset and task list will be developed to set up Preventative Maintenance procedures and schedules. (E)
• 5% Maintains flow and quality of work to assure timely completion of assigned workload and adherence to standards of quality control. (E)
• 5% Monitors and coordinates a variety of preventative maintenance and building and property repair and improvement projects performed by vendors and contractors, inspects completed work and approves requests for payment regarding same. (E)
• 5% Assigns and distributes work to staff. (E)
• 5% Prepares and maintains a variety of department records in compliance of JCAHO and Department of Health Standards and local authorities. (E)
• 3% Welcomes and screens visitors. Schedules interviews and appointments. Informs Campus Facilities Director, Corporate Architect and Facilities Services Supervisors of calls and appointments. Type’s departmental correspondence and reports. Arranges for use of conference rooms and meeting places. Answers all incoming calls, takes and distributes messages, or routes calls as appropriate. (E)
• 3% Labor and materials will be tracked monthly by division to assure budget compliance for maintenance and security. (E)
• 3% Assists department in developing policies, procedures and emergency response plans for each building. Schedules drills and tracks drill critiques and performance improvements. (E)
• 3% Maintains all departmental files. Maintains files on elevator, boiler reports, DOH, JCAHO for Allied Services. (E)
• 2% Maintains vehicle registrations for company fleets in a timely manner in accordance with state regulations. Schedules and monitors repairs, licensing and inspection of all Allied Services vehicles. (E)
• 2% Develops and maintains project journals, task lists, estimates, budgets and schedules. (E)
• 2% Acts as a Liaison for customer satisfaction program. Resolves complaints as required, report and seeks guidance from campus facilities manager. (E)
• 1 % Participates in all departmental performance improvement activities. (E)
• 1 % Assist in all activities regarding OSHA regulatory compliance in the work place. (E)
• 1% Monitors and orders office supplies as needed. (NE)
• 1% Assists in planning functions. (NE)
• 1% Performs related and other departmental duties as required. (NE)