POSITION TITLE:

Facilities Coordinator

STATUS:

Non-Exempt

DATE:

December 2024

LOCATION:

R&M

POSITION SUMMARY:

Reporting to the Director of Engineering, this position is primarily responsible for the timely dispatch and follow-up with in-house and outside service personnel to repair and maintain equipment and all aspects of the facilities. Lead all office tasks, guide the Facilities Manager, Engineering Project Manager, Working Foreman and all MSW workers through all in-house software. Be the point of contact for the Engineering Department by receiving all FCH inquiries.

ESSENTIAL FUNCTIONS:

• Input and distribute work orders received by work order system for equipment and facilities in the priority order of importance to the operations and follows up through completion. Collecting daily data to complete a monthly Labor Analysis Report.
• Collects all repair and maintenance requests, establishes a priority order and dispatches in-house staff every morning. Maintains history of completed work.
• Input personnel, hours and material costs after completion.
• Handles emergency calls as they are received. Contacts outside service companies as needed.
• Monitors and coordinates scheduling to ensure uncompromising service level and maintains record of all overtime.
• Provides feedback to departments through the Facilities Manager, Engineering Project Manager and Working Foreman on observed inefficiencies.
• Follows up to ensure jobs are completed satisfactorily and reschedules incomplete work.
• Assists in gathering information and estimates for repair projects.
• Assist in Coordinating all renovation projects with the construction and R&M schedule, agenda and taking minutes during the OAC meetings.
• Assures all DOH, Fire and wastewater inspection are scheduled with all of FCH locations.
• Coordinate training with all Zippy’s operations Managers, ACE Catering and Food Solutions International on all R&M activities, WO system and PM repairs.
• Assigns and schedules the preventive maintenance program for each trade and all of the locations with each Manager.
• Maintains and tracks an inventory of spare equipment and parts.
• Maintains record of equipment current inventory including disposition records.
• Maintains an inventory of frequently replaced parts.
• Research equipment or tools as needed, and places orders for same as directed.
• Prepares purchase orders for all equipment, tools, material or services, obtains approval, places the order, and coordinates payment with Accounts Payable.
• Follows up when needed to ensure that the ordered product or service is received when expected and notifies those who need to know of this date.

 Maintains records for equipment and large tools (i.e. model number, serial number and warranties.)

• Tracks and schedules maintenance, repairs, registration, safety checks, etc. of all R&M vehicles
• Keeps the Director of Engineering informed on the status of all jobs

OTHER FUNCTIONS:

• Processes staff time sheets, and forwards to Human Resources for payroll processing.
• Completes Monthly labor analyses for our accounting department
• Receives proposals and processes invoices, forwards to Accounts Payable for payment.
• Completes additional projects as assigned by Director of Engineering

QUALIFICATIONS:

Scheduling: Monday – Friday 6:30am – 3:00pm

Physical Ability: 

• Good speech and hearing necessary to supervise staff
• Observation skills in performing clerical work, inspections.

Mental Ability:

• Mathematics - Ability to add, subtract, divide and multiply in all units of measure; use whole numbers, common fractions and decimals; compute rate, ratio and percent
•  Language - Ability to read and comprehend notices, manuals, periodicals, etc. Good telephone skills in dealing with managers, vendors and other professionals

Pre-Employment Requirements:

• Must pass pre-employment physical and drug-screening
• Must have passed a TB test within 5 years of start date with skin test
• Valid driver’s license

Environmental Conditions:

•  Air-conditioned work environment

Education:       

• High school education or G.E.D. required          

Experience:

• 3 Years of experience working in a Maintenance/Engineering/Construction office
• 2 Years of work order experience
• Proficient in Microsoft Office applications

Desired Skills:     

• Good communication (oral and written) and listening skills
• Good interpersonal skills (ability to develop interdependent relationships)
• Self-development skills (desire and ability to learn)
• Organizational skills (ability to coordinate multiple tasks/activities, ensure smooth and balanced workflow, and meet due dates); good time management skills and habits
• Problem-solving/decision-making skills (ability to handle operational, staff, and customer problems on a timely basis); sees problems as opportunities for growth; is persistence in resolving an issue
• Team building skills (ability to get team members to work cooperatively and collaboratively)
• Analytical skills (ability to understand numerical reports and connect them to actions to take to make improvements

Desired Attributes:   

• Self-awareness (willingness to do introspection and identify areas of improvement)
• Self-directness (initiative and proactive-ness)
• Self-responsibility (accountable for oneself)
• Action-oriented to get the job done and obtain tangible results
• Constructive attitude

Disclaimer:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.