Administrative Coordinator, FM Help Desk

Loyola Marymount University•Lewisboro, NY

1d•Onsite

About The Position

The Administrative Coordinator, Help Desk, reporting to the Client Services Supervisor, is responsible for managing Facilities Management's (FM) front desk operations and student team. Key duties include processing client service requests, providing follow-up, and offering general administrative support to the FM department. This role also involves supporting FM's participation in on-campus events and assisting with necessary notifications and communications. The Administrative Coordinator is crucial for upholding high standards of customer service, communication, and operational efficiency within the department.

Requirements

Typically a High School diploma, or equivalent experience.
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.
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.