Administrative Coordinator, FM Help Desk

Loyola Marymount University•Westchester, FL

17h•Onsite

About The Position

Reporting to the Client Services Supervisor, the Administrative Coordinator, Help Desk is responsible for overseeing Facilities Management’s (FM) front desk coverage and student team, receiving client requests for service, providing follow up on requests, and providing general administrative support for the FM department as directed by the Client Services Supervisor. The Administrative Coordinator supports FM’s involvement in on campus events and assists with notifications and communications as needed. This role is instrumental in maintaining high standards of customer service, communication skills, and operational efficiency.

Requirements

Typically a High School diploma, or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
Minimum 2 years of experience in customer service or client services.
Proficiency in Microsoft Office, Adobe Suite, and scheduling software.
Ability to lead event-related meetings, act as liaison between FM department and campus personnel
Ability to manage department communications
Excellent organizational skills.
Ability to work effectively with diverse teams, including faculty, staff, students, and external partners.
Strong communication and customer service skills.
Ability to manage multiple projects simultaneously and respond to changing priorities.

Nice To Haves

Event related experience is preferred.

Responsibilities

Manages the daily operation of the Helpdesk including emerging maintenance trends, student staffing, and timely response to campus inquiries for service & maintenance.
Manages the student hiring and training process within the Quality Assurance Office to ensure the successful operation of the Facilities Management team. Leads other student teams as needed, such as Building Inspectors, etc.
Familiarize and support with FM-related software; Provide clerical assistance in the maintenance of FM documents including departmental policies and procedures.
Provide assistance to the support of staff on the use of both desktop and mobile applications of the CMMS
Perform and analyze routine reporting for work order data, warehouse material, and other critical information for departmental needs.
Lead weekly event meetings with department as needed
Provide support for Facilities Management during large scale events
Assist with communication & notification efforts between FM Department and campus community
Assist with on campus event support as needed
Assists with vetting and providing vendors access to cell sites on campus (rooftops/ electrical rooms)
Meet with clients, schedule meetings, perform walkthroughs for maintenance related requests
Manage a guide for Help Desk needs
Schedule maintenance related walkthroughs between supervisors/technicians and campus community as necessary.
Manages data and logs for phone calls, rain events, opening/closing walkthroughs, etc.
Assists with scheduling work orders to specific times with supervisors/technicians
Send out Weekend and Holiday Coverage to supervisors and DPS
Assists with work order Priority management. Perform work orders follow-ups for potential high priority issues.
Assist with management of VIP Cart, Loaner Fleet vehicle reservations o coordinate routine maintenance for loaner fleet with fleet services team
Perform other duties as assigned or requested.
Assist with daily event support for on campus events
Ensures management receives weekly and daily event reports
Assist as liaison between clients & FM operations to ensure specific requests for event support are met
Represents back-up for FM in event planning meetings and event related walkthroughs including but not limited to student organizations, University Events, film shoots
Send out estimates and invoices as needed
Administrator for Scheduling software (Mazevo) including approving event resources, student film permits. Access to check class and event schedules for technicians and supervisors/ booking out rooms and spaces for maintenance blocks.
Serve as an approver of SFTV film permits, daily event resource requests, and maintains FM maintenance reservations
Assists with guides and records for FM related event support
Provide support and coordination efforts to large scale events including: LMU Commencement, Los Angeles Rams Training Camp, Wine Classic, Alumni BBQ, Family Weekend, and other key university programming.
Assist with event meetings with FM units as needed
May represent Facilities Management in Emergency Operations Center/ DOC during large scale events