Facilities Clerk

Detroit Athletic Club•Detroit, MI

24d•Onsite

About The Position

This role is responsible for maintaining the accuracy, integrity, and quality of data within the CMMS system. The position directly supports the Facilities Office Manager and collaborates closely with the Facilities Director, Chief Engineer, and Facilities Administrative Assistant to ensure smooth operational and administrative workflows. CMMS & Asset Management (Asset Essentials & Capital Forecast) Assign work orders in the CMMS as directed by the Chief Engineer Enter contractor service work for assets upon completion Input capital projects into Capital Forecast, including costs and supporting documentation Update equipment replacement schedules and attach associated maintenance routines Maintain warranty information for all assets and systems Ensure accurate filing and organization of all related hard-copy documentation Facilities Administration Support (as assigned by the Facilities Director) Process invoices after operational manager approval and submit for Accounts Payable Assist with purchasing, including: Researching parts Ordering monthly operational supplies Processing non-recurring purchases Process service station gasoline purchases per Director of Security direction Contact contractors for urgent or immediate service needs Contracts, Compliance & Reporting Maintain up-to-date service contract records, including: Certificates of insurance Original signed contracts (hard copy and scanned copies on shared drive) Contract renewal and expiration dates Ensure use of the DAC-approved contract template for all service agreements Update and post the weekly engineering schedule as directed by the Chief Engineer Track, maintain, and report KPIs for Engineering and Security departments, including: Preventive Maintenance completion percentages Internal and external security patrol data Maintain city and state regulatory licenses and track elevator inspections Create and maintain Outlook calendars related to facilities operations

Requirements

Strong attention to detail with the ability to maintain accurate records and databases
Proficiency in bookkeeping databases, spreadsheets, and CMMS software
Ability to post and track financial transactions accurately
Experience producing CMMS and financial reports
Skilled in reviewing data for accuracy and identifying discrepancies
Ability to reconcile records and report issues as needed
Effective communication skills for interacting with management, vendors, and members
Flexibility to adapt to changing business needs and priorities

Responsibilities

Assign work orders in the CMMS as directed by the Chief Engineer
Enter contractor service work for assets upon completion
Input capital projects into Capital Forecast, including costs and supporting documentation
Update equipment replacement schedules and attach associated maintenance routines
Maintain warranty information for all assets and systems
Ensure accurate filing and organization of all related hard-copy documentation
Process invoices after operational manager approval and submit for Accounts Payable
Assist with purchasing, including: Researching parts Ordering monthly operational supplies Processing non-recurring purchases
Process service station gasoline purchases per Director of Security direction
Contact contractors for urgent or immediate service needs
Maintain up-to-date service contract records, including: Certificates of insurance Original signed contracts (hard copy and scanned copies on shared drive) Contract renewal and expiration dates
Ensure use of the DAC-approved contract template for all service agreements
Update and post the weekly engineering schedule as directed by the Chief Engineer
Track, maintain, and report KPIs for Engineering and Security departments, including: Preventive Maintenance completion percentages Internal and external security patrol data
Maintain city and state regulatory licenses and track elevator inspections
Create and maintain Outlook calendars related to facilities operations