Facilities & Construction Systems Coordinator
About The Position
The Facilities & Construction Systems Coordinator serves as an office coordinator as well as systems engineer for the multiple Facilities and Construction systems including WorxHub and Procore. The coordinator answers multi-line telephone system and routes calls to appropriate trades, tracks and reports departmental data, maintains all files, records and updates policy and procedure manuals as required for DNV and IDPH. Tracks equipment coordination, procurement, responsible for all department invoices, prepares contracts, and assists with department calendars. Serves as a resource for the entire Facilities and Construction management team including administrative duties involving decision making and judgement.
Requirements
- Associate degree: Related Field
- Application support; Office management; Clerical
Responsibilities
- Functions as a system engineer for Facilities and Construction systems including Procore and WorxHub providing technical assistance, data entry, and creating and distributing reports
- Perform administrative and analytical functions related to assigned construction technology tools, such as Procore, Strata Jazz, Bluebeam, and other systems as assigned
- Updates Facilities management calendar schedules and conference room schedule.
- Schedules meetings and conference rooms for internal management staff administrators, external guests and vendors.
- Responsible for all elevator inspection criteria including certifications, repairs and scheduling inspections
- Maintain Facilities staff credit card and processes credit card transactions
- Responsible for office stock ordering, ranging from pens and notebooks to uniforms for all Facilities staff, keeping track of uniform allotment per staff member
- Orders all appliances for the region including microwaves, refrigerators as well as miscellaneous items such as washer and dryer
- Monitors temperature tracking system, assisting with orders, and setting up new units
- Maintains/tracks conference rooms usage and responsible for updates for these resources including working with IT on conference room naming, resource information in Outlook
- Codes, tracks, assigns, and manages all department invoices.
- Addresses internal customers and external customers concerns with a positive attitude and routes concerns to appropriate management.
- Communicates effectively and timely with other departments concerning work orders, projects and coordination efforts.
- Catalogs and Maintains physical library of vendor resources/catalogs. Facilities print data materials and blue prints. Maintains virtual library of facilities vendor sources, online services and data.
- Creates and drafts documents, letters, tables, reports and forms using Microsoft Office and other technical software.
- Attends several facilities and construction leadership meetings offering system input and also tracking minutes
- Prepares contracts, for construction work, often collaborating with vendor for required information.
- Vendor management including yearly safety training, maintaining/creating process for tracking requirements, badge requests, correspondences to vendors
- Organizes and maintains department and project files.
- Retrieves all necessary information from files and databases.
- Provides telephone support for the department conveying professionalism and a good public image for the department.
- Responsible for tracking and trending the following: utility costs, maintenance costs, and equipment life cycles. Responsible for tracking and reporting maintenance personnel labor associated with capital projects.
- Maintains all files, records and updates policy and procedure manuals as required for DNV and IDPH
- Serves as a resource for the entire Facilities management team
- Also maintains all project related records, files and bids for proper documentation
- Follow up of documents, drawings, change orders and project correspondence · Create and maintain project documentation · Process and store digital and physical documents by project
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Industry
Religious, Grantmaking, Civic, Professional, and Similar Organizations
Education Level
Associate degree
