We Are Inspired to Serve. Join us!Facilities Management Coordinator reports directly to the Facilities Management Director

                                     

POSITION DESCRIPTION

POSITION:                                                                                            STATUS:                      Facilities Management Coordinator                                                       Non-Exempt

                               

REPORTS TO: Facilities Management Director

PURPOSE OF POSITION

This Facilities Management Coordinator is responsible for providing administrative support and office coordination for all aspects of facilities management functions. This includes the Maintenance, Housekeeping, Laundry, Grounds, and Security segments of the Facilities Management Department.

NATURE AND SCOPE

This position reports directly to the Facilities Management Director. This position interacts with all residents, family members, visitors and co-workers, and maintains a positive customer service relationship practicing honesty and integrity in all aspects of job performance. The Facilities Management Coordinator is entrusted with the following responsibilities:

Performs administrative duties for the department, answering phones and screening calls, delivering messages, preparing meeting minutes and correspondence. Attends meetings in conjunction with and/or as a representative of the Facilities Management Director. Attends weekly sales and marketing meetings. Maintains weekly notes and distribution. Follows up with tasks assigned from the meetings.    

Sets up and maintains all records and files for the department. Update Disaster Plan per direction from FMD.  Contacts vendors as required. Maintains pest control binder. Participates in Safety Committee, as needed. Review Fire and Life Safety documentation for completeness and accuracy.

Completes Capital Requests, Bid Summaries per direction of FM Leadership.   Submits Capital Requests to Central Office.

Work in the Lawson system.  Assign project numbers, enter budgets, reviews the accuracy of the capital spend report monthly.

Inputs all work orders into the CMMS (WorxHub). Manages communication on work orders. Ensures safety and compliance work orders are filed appropriately. 

Assigns IT work orders to FSC.

Responsible for maintaining office equipment and supplies inventory.

Generates and assigns weekly preventative maintenance work orders. Generates and assigns refurbishing work orders.

Updates residents on status of work requests.

Receives emergency work request calls and dispatches to appropriate maintenance and housekeeping personnel.

Communicates with residents regarding the work order issues, housekeeping issues, and  preventative maintenance schedules,

Generates and reviews appropriate reports for Housekeeping, Laundry, Grounds, and Security with respective supervisors and Facilities Management Director.

Coordinates apartment move-ins in conjunction with the Facilities Management Director, Refurbishment coordinator and Housekeeping Supervisors.

Inputs and updates WorxHub logs for the ten-year refurbishing of apartments. Assembles refurbishing cost sheet. Oversees completion and 10-year refurbishments in coordination with Refurbishment Supervisor, Housekeeping Supervisor and FMD.

Reviews spend-down sheets for all purchases with FMD. Prepares all invoices for approval.  Researches invoices and contacts vendors as necessary.

Maintains the campus key file for all keys. Assigns key fobs.

Complete monthly ancillary reports.

Coordinates furniture set ups for events. Verify the setup is as requested.

Codes and approves invoices through WorkFlow for the Facilities Management Director.

Other duties as assigned.

SERVICE FRAMEWORK & BEHAVIORS - Inspired to Serve

Each resident, family member, visitor and co-worker are considered your customer and is vital to the success of our organization. The following are specific actions which demonstrate these values.

SafetyCourtesyResponsivenessImage

The customer service expectations for this position are as follows:

Reports to work on time and as scheduled. Ensures work orders are input accurately and thoroughly. Ensures accounts payable and invoicing for department is done accurately and processed regularly in order to maintain good business relationships with vendors. Familiar with vendors and department policies, including WorxHub program. Maintains complete confidentiality. Exemplifies campus dress code. Maintains presentable, professional and well-organized work area. Familiar with resident’s names and addresses them by preferred name. Uses resources to learn location of resident apartments. Sensitive to Facilities’ staff schedules and workload. Inputs work orders in a timely manner. Communicates to residents when work cannot be completed within 24-48 hours, and updates residents as appropriate thereafter on scheduling progress. Responds to voice mail and email messages within 24 hours of receipt or by date requested by sender. Checks and processes inter-campus mail daily and responds to all memos and written requests within time frame specified. Assign nurse call pendants to residents. If out of the office for more than one business day, an appropriate voicemail message will be recorded and an “Out of Office” reply will be set up through email account.

QUALIFICATIONS

This position requires a high school education and 5 years’ experience in an office with a Healthcare Facilities Management focus (or equivalent relevant experience). A bachelor’s degree is preferred. 

The position requires the ability to communicate effectively in English with residents and all levels of staff. The position must also be able to read and write English well in order to maintain records. Bilingual is a plus.

The individual must be well organized and is entrusted to maintain confidentiality. Strong word processing skills are a must. Accuracy is required in all phases of the job along with good phone skills.

Excellent written and oral communication skills required.

Must be able to stay calm and maintain a professional demeanor during stressful situations.

Experienced in Office 365 – proficient in Word and Excel.

PHYSICAL REQUIREMENTS

Mobility is required to move around the campus.  Ability required to lift 25 pounds and carry for several hundred feet. Job could require to pick up and deliver mail and miscellaneous items to the various buildings on campus. Good vision is required to use the computer.

Has minimal risk of exposure to potentially infectious material as part of the routine job function.

EQUIPMENT

In performance of duties, this position uses telephone, calculator, copy machine, word processor, computer, printer, fax machine and two-way radio and other office equipment.

COMPUTER ACCESS

Microsoft Office, Word and Excel; WorxHub; Outlook; Workday

STATEMENT OF UNDERSTANDING

This job description is intended to describe the general nature and level of work being performed by the person assigned to this position but does not state or imply that the above are the only duties and responsibilities assigned to this position. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

I have read and understand the responsibilities of my job and understand that I am to complete these responsibilities in compliance with instructions, training and regulations. If I have questions about my job responsibilities, I understand that I should direct them to my supervisor.

Compensation Pay Range:

$24.47 - $35.77

For full time employees, we offer a generous benefits package that includes:

Medical, dental and vision insuranceEmployer paid group term life and disabilityPaid Time Off (PTO) & six paid holidays403(b) with a 3% employer matchFitness center use at most facilities.Various voluntary benefits:Life, AD&DTuition assistance and scholarshipsEmployee assistance programLegal services, home/auto insurance, discount purchasing programPet Insurance

For more information about Covenant Living and CovenantCare at Home, please visit www.covliving.org or www.covenantcareathome.org.

Covenant Living and CovenantCare at Home are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, or any other characteristics protected by local laws, regulations, or ordinances.