Facilities Coordinator

Classification: Professional/Technical

Reports to: Facilities Manager

Job Purpose:

Reporting to the Facilities Manager, the Facilities Coordinator is responsible for general administration, management and supervision of the routine, preventative, predictable, and emergency maintenance of all facilities and related equipment. Incumbent supervises, actively leads with hands-on participation in a variety of building and grounds maintenance, repair, remodel, custodial, receiving, and facility rental functions of the University.

Duties:

• Serve as member of the Facilities Management Department, participating in discussions, decision-making, and policy recommendations.
• Provide direct supervision to maintenance functions within the Department.
• Supervise and evaluate the work of the department and/or contract staff.
• Approve work orders and inspect work in progress.
• Develop and prioritize work assignments and supervise the accomplishment of tasks assigned.
• In collaboration with the Coordinator of Security, develop and maintain in-service training in safety and emergency procedures for department and University community.
• Develop and implement plans for equipment and building preventative maintenance as needed.
• As requested by the Director, estimate labor and material costs for repairs, remodel work, equipment repair and replacement; research costs and prepare appropriate purchase order requests for equipment, materials, and supplies; work closely with the Coordinator of Purchasing.
• Assist Director by submitting budget recommendations for maintenance and operations, and oversee expenditures for appropriateness staying within the allocated budgets.
• Under the supervision of the Director, oversee the receiving and distribution of University equipment, furniture, and supplies; maintain inventory of supplies, furniture and equipment.
• Inspect and evaluate the condition of University facilities, equipment, machinery, parking lots, roadways, and sidewalks, and make recommendations to the Director.
• Actively participate in a variety of building and grounds maintenance projects.
• Coordinate the set-up for meetings and special events.
• Coordinate and schedule regulatory inspections with external agencies and, under the direction of the Director, initiate any corrective action that may be necessary as a result of those inspections.
• Identify, establish and maintain working relationships with vendors in support of maintaining campus operations.
• Record and compile maintenance service requests; provide daily reports to Director.
• Must have ability to work varied hours, sometimes extended hours, including on-call, evening, weekend and holiday duty.
• Other duties as assigned.

Reporting Positions:

• Maintenance and Facilities personnel.

Skills:

• Must possess skills to be able to explain and demonstrate the essential functions of the position.
• Must possess strong interpersonal skills and the ability to communicate ideas and information clearly and effectively at all levels within the University in English; Ability to speak Arabic strongly preferred.
• Demonstrated knowledge of building and construction practices and the laws affecting the construction and repair of education buildings.
• Must possess customer service skills: professionalism; ability to assess problems and needs.
• Must have the ability to plan, prioritize, assign, and supervise the work of others, plan projects, and apply standard maintenance practices and concepts.
• Demonstrated sound knowledge of facilities maintenance and care including health, safety, and emergency procedures related to maintenance and operations functions.
• Knowledge of design and operation of access control, CCTV, and Fire Alarm systems.
• Knowledge of proper methods, materials, tools, and equipment used in the grounds maintenance trade.
• Demonstrated knowledge of inventory control practices.
• Must be comfortable working in a very fast-paced environment, capable of resolving crises in a professional manner.
• Must be able to respond to crisis or emergency situations on campus as well as respond to phone calls with sound judgment and calming demeanor, providing guidance and assistance as needed.
• Demonstrated sound knowledge of fire, crisis and risk management programs.
• Ability to keep detailed records; to assemble and organize information and to prepare and submit reports related to facilities and maintenance operations in an acceptable format.
• Ability to train and supervise department and/or contract personnel.
• Demonstrated proficiency in the use of standard software applications.
• Demonstrable high ethical standards and patience.
• Ability to maintain and ensure confidentiality of work related information and materials.
• Demonstrated ability to plan, prioritize, and problem-solve; use sound professional judgment.
• Possession of valid vehicle operator's license.
• Must be able to lift 50 - 75 pounds, as needed for emergency and urgent responses.
• Must be able to inspect and perform work from ladders and scaffolding.
• Ability to work long and varied hours including on-call, evening and weekends when required.

Experience and Education:

• At least three years of progressively responsible experience in the maintenance of complex facilities preferably those facilities that would be found in a University setting.
• Experience in the use of desktop PC computers; experience in operating and managing a computerized maintenance management and inventory system.
• Experience in preventative maintenance.
• Experience managing facilities associated with various venues open to the public.
• Experience in the coordination and supervision of facilities and maintenance personnel.
• Proven track record of employing friendly, flexible and collaborative approaches to working successfully within a diverse population.