Position Summary:
Responsible for providing day-to-day administrative assistance for the Facilities department.
Key Responsibilities and Duties:
- Use a computerized maintenance management system (FMX) to input, track, schedule, and verify work requests, preventative maintenance and emergency needs; Assist staff with work order entry;
- Maintain department computer databases such as inventory, key management, and energy management;
- Serve as the Facilities department liaison for special events including providing information to staff, creating event setup work orders, and scheduling cleaners and other requested auxiliary services;
- Assist in the preparation of bid/quote documents and the review of bids from vendors for external services such as trash removal, custodial supplies, and facilities maintenance and repairs;
- Prepare reports on a regular basis, including budget status, project spending, time and attendance, energy tracking, space utilization, and work order/preventative maintenance status;
- Research the purchase of new/replacement equipment and assess the value of contract services and supplies;
- Assist in the recommendation of policies and procedures related to facilities;
- Attend meetings, forums, and conferences related to facilities and maintenance issues to maintain current and progressive knowledge in higher education facilities operational areas;
- Liaise with Office of Information Technology for the Facilities Department;
- Field and receive calls and emails from college community on facilities-related matters such as heat, cold, snow removal, etc.;
- Communicate with staff on completion of work orders;
- Coordinate facilities administration work in the absence of the Director of Facilities, or the Building Maintenance Supervisor II;
- Provide excellent customer service to faculty, staff and outside agencies;
- Other related duties as assigned.
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