Facilities Maintenance Dispatch/Scheduler

City of Portland•5001 N Columbia Blvd., OR

10d•Onsite

About The Position

The City of Portland Bureau of Environmental Services (BES) is seeking a Facilities Maintenance Dispatch/Scheduler to support the Operations and Maintenance Facilities Program. This position serves as a key point of contact for the Facilities Program, coordinating and tracking maintenance activities across the Bureau. The position prioritizes, schedules, and dispatches Facilities Maintenance Technicians and contracted maintenance personnel; processes service requests through the computerized maintenance management system (CMMS), online forms, email, and phone; generates work orders and reports; and coordinates parts, materials, supplies, equipment, and contracted services. The position ensures preventive maintenance schedules are maintained and adjusted as needed, processes invoices for the Facilities team, and programs and monitors building systems. Success in this role requires strong organization, attention to detail, and the ability to communicate effectively and build positive working relationships with Facilities staff, bureau employees, contractors, vendors, and other internal and external partners to ensure work is coordinated efficiently and completed on time. You’ll be at the center of the Facilities Program, helping keep people, buildings, and work moving. You’ll coordinate everything from day-to-day service requests to preventive maintenance and contracted services, using technology and strong communication skills to keep work organized, on schedule, and moving forward.

Requirements

Ability to communicate clearly, effectively, and professionally, both verbally and in writing, with a diverse range of internal and external customers, contractors, vendors, and partners.
Knowledge of building systems and digital control systems, including their basic operation and monitoring.
Skill in using technology and computerized systems to organize, track, and manage work; develop and maintain workflows, databases, reports, and tracking tools; and improve the efficiency and visibility of work processes.
Ability to exercise independent judgment and initiative, prioritize work, and make sound decisions within established guidelines and procedures.
Skill in maintaining accurate, organized, and up-to-date files, records, work orders, and related documentation.
Knowledge of City procurement procedures, guidelines, rules, and practices.
Knowledge of facilities maintenance terminology, practices, and priorities, along with applicable safety standards, regulations, and compliance requirements.
A valid state driver's license

Responsibilities

Prioritize, schedule, and coordinate Facilities Maintenance Technicians and contracted maintenance personnel across the bureau.
Dispatch staff, coordinate service calls, and make sure the right people, parts, and materials are where they need to be.
Receive and coordinate work requests through the CMMS, online forms, email, and phone, serving as a key point of contact for employees, contractors, and Facilities staff.
Create and manage work orders, track progress, and generate reports using CMMS software to provide visibility into the team’s workload and accomplishments.
Monitor preventive maintenance schedules, identify upcoming work, and make adjustments within established guidelines to keep critical maintenance from falling behind.
Schedule and coordinate contracted services such as janitorial, pest control, and other building maintenance services.
Program and monitor building systems, process invoices and supply orders, and use technology and organized workflows to help the Facilities Program operate efficiently and effectively.