Facilities Operations Control Rep - Coral Gables Campus

University of Miami; Coral Gables (FL); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Tuition remission

Competitive salary

Job summary

University of Miami is seeking a Facilities Operations Control Representative to serve as a liaison to students, faculty, staff, and facilities team members. You will receive and route reports via campus channels and dispatch technicians through the work order system, ensuring timely responses and reliability.

Responsibilities include monitoring alarms, coordinating maintenance activities, and communicating status to administration.

Qualifications

• High School diploma or equivalent required.
• 3–5 years of relevant experience in administrative, customer service, or facilities operations.
• Proficient with Microsoft Word, Excel, and Outlook.
• Experience with work order management system preferred.
• Strong communication and multitasking skills.

Responsibilities

• Answer phone calls with appropriate greeting and resolve issues or route to staff.
• Enter, transcribe, record, and maintain information in written or electronic form.
• Monitor and respond to email requests through customer service accounts.
• Oversee work order control and management.
• Dispatch facilities technicians and coordinate with contractors to address issues.
• Maintain accurate records, files, and correspondence.

Skills

Data entry

Record keeping

Communication

Independent work

Team collaboration

Attention to detail

Multitasking

Education

High School diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Work order system

Job description

The Facilities Operations Control Representative serves as a liaison to faculty, staff, and facility managers to ensure the safety of facility occupants and guarantee the smooth operations of all facility functions and operations.

CORE JOB FUNCTIONS

• Answers phone calls with appropriate greeting, and addresses and resolves issues or transfers to appropriate staff.
• Enters, transcribes, records, stores or maintains information in written or electronic form.
• Monitors and responds to email requests received through customer service email accounts.
• Ensures that alarm notifications received through electronic monitoring, security or email are accurately reported.
• Oversees work order control and management.
• Distributes office supplies and assists in maintaining uniform inventory.
• Generates process and distribute work orders from online requests queue, phone calls, faxes, walk-ins, and emails.
• Adheres to University and unit-level policies and procedures and safeguards University assets.
• This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

CORE QUALIFICATIONS

• Education:High School diploma or equivalent
• Certification and Licensing:N/A
• Experience:Minimum 3 to 5 years of relevant experience
• Knowledge, Skills and Attitudes:Commitment to the University's core values.
• Ability to work independently and/or in a collaborative environment.
• Skill in data entry with minimal errors.
• Ability to accurately prepare and maintain records, files, reports and correspondence.
• Department Specific Functions (specific to Coral Gables campus)The Facilities Operations Control Representative serves as a liaison to students, faculty, staff, and Facilities team members to receive reports of facilities-related matters on campus and use various communication methods and the University's work order management system to dispatch and schedule Facilities technicians to address identified issues.
• The more in-depth job duties and responsibilities of the Facilities Operations Control Representative include, but are not limited to:
• Operational & Customer Service Answer phone calls from students, faculty and staff and take appropriate action for each call.
• Monitor incoming work order requests (online SRO website, departmental email, Microsoft Teams) so to generate work orders through the University's work order management system and dispatching Facilities technicians to address requests.
• Assist in the communication of general maintenance, major repairs, and shutdowns in a timely, effective and efficient manner via various forms of communication, written and orally.
• Maintains consistent and effective communication to administration, management, and the field team on day-to-day operations, as well as responding to planned or unplanned issues, utility disruptions, or emergencies.
• Monitor alarm systems, such as energy, fire alarm, and lift stations, and ensure appropriate action is taken when alarm notifications are received so to mitigate interruptions to University operations and life-safety issues.
• Respond to urgent matters and involve mangers, mechanics, and contractors as needed.
• Perform quality assurance review or work orders to ensure accuracy in work order components (i.e. work order types, account numbers, comments, status, etc.)
• Resolve customer complaints or answer customers' questions regarding Facilities-related matters, including following-up on survey responses.
• Serves as a liaison to students, parents, faculty, and staff regarding Facilities-related matters and status of work orders.
• Works closely with University-approved contractors (i.e., Environmental Services, elevator maintenance contractor, etc.) to dispatch issues and follow-up on status as needed.
• Evaluate and assign proper Access Control levels to online requests for appropriate routing through approval process.
• Notify on-call leader and mechanics of after-hour emergencies and communicate timelines for incidents, corrective actions, and resolutions.
• Generate and send end of shift reports to inform Facilities team members of activities that transpired throughout the shift.
• Supports the creation of the on-call roster and the notification process. Distribute the on-call roster weekly via email and make changes to roster as needed.
• Prepare & distribute holiday schedules for Facilities Operations and coordinate appropriate levels of coverage for business continuity.
• Participates in departmental meetings and other University initiatives as requested.
• Serves as an integral member of the University's plan for disaster preparation and recovery.
• Position is essential personnel. Must be able to perform shift work, to respond to after hour's emergency call-in, and work in environments out of normal duties as needed.
• Other duties as assigned.
• Education:High School diploma or equivalent
• Experience:3 to 5 years of experience in related fields such as: Administrative, Customer Service, Facilities Operations, etc.
• Must have proven emphasis on teamwork, cooperation, customer relations and leadership in problem solving.
• Knowledge, Skills and Attitudes:Knowledge of Microsoft Word, Microsoft Excel, and Microsoft Outlook. Preferred knowledge of work order management system.
• Skills in assessing, organizing, prioritizing, and multi-tasking.
• Strong written and verbal communication skills.
• Ability to work in a team setting.
• Be accountable for all aspects of their role and continuously improve.
• Demonstrates the willingness to take initiative and take on work tasks independently.
• Strong attention to detail.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

Job Status:Full timeEmployee Type:Staff