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Facilities Operations Control Representative

The University of Miami/UHealth department of Facilities has an exciting opportunity for a Full Time Facilities Operations Control Representative to work at the UHealth Medical Campus.

Core Summary

The Facilities Operations Control Representative serves as a liaison to faculty, staff, and facility managers to ensure the safety of facility occupants and guarantee the smooth operations of all facility functions and operations. The Facilities Operations Control Representative will report Manager, Customer Service and/or the Associate Director of Facilities Operations.

Core Responsibilities

Answers phone calls with appropriate greeting, and addresses and resolves issues or transfers to appropriate staff.

Enters, transcribes, records, stores or maintains information in written or electronic form.

Monitors and responds to email requests received through customer service email accounts.

Ensures that alarm notifications received through electronic monitoring, security or email are accurately reported.

Oversees work order control and management.

Department Specific Functions

The Facilities Operations Controls Representative performs routine daily operations of the Facilities
Management department, including but not limited to work order management, customer service,
vendor management and processing, quality assurance, and emergency management, with emphasis on providing high quality service. This position requires extensive customer service skills, pleasant phone demeanor, and ability to multi-task and prioritizes issues, good conflict resolution skills, strong technical skills, and the ability to work with a team and independently.
The Facilities Operations Controls Representative must use Work order management system (CMMS) and Microsoft Office systems to enter and analyze data. Must schedule and dispatch work using a twoway radio system, must update, process and distribute shutdown notices, must process various reports, prepare and distribute regular and ad hoc reports, and perform other tasks as necessary to maintain the smooth operation of the department. The Facilities Operations Controls Representative is also responsible for responding to escalated customer issues relating to service performance, preparing and maintaining technician time keeping, responding to customer requests and performing other duties as assigned.

Answer phone calls greeting students, faculty and staff and addressing and resolving facilities issues through appropriate channels.

Assist in the planning, scheduling, coordinating and communication of general maintenance, major repairs, and shutdowns for University Facilities.

Communicating to the University community in a timely, effective and efficient manner via various forms of communication, written and orally.

Ensures that University administration is appropriately advised regarding special issues, utility disruptions and emergencies.

Enter, transcribe, record, store, or maintain information in written or electronic form.

Maintain call trees to ensure appropriate communication during emergencies or disasters.

Maintain and update the Hurricane/disaster preparation contact list. Perform quarterly update of Facilities Liaison contact list.

Monitor alarm systems such as energy, fire, security, and lift station to mitigate interruptions to

University operations and life-safety issues. Work with Energy and Fire Safety shops to ensure  alarms received through electronic monitoring system have clear messages and accurate location data. Respond to emergencies and involve mangers, mechanics, and contractors as needed.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Core Qualifications

High School diploma or equivalent

Minimum 1 year of relevant experience

Knowledge, Skills and Attitudes:

Knowledge of MS Office Suite (Word, Excel, PowerPoint)

Skills in assessing, organizing, prioritizing multiple-tasks, project. Strong skill in written and verbal communication.

Knowledge of databases and their functionality. Preferred knowledge of work order management system.

Ability to communicate with all levels of employees; customer-oriented.

Always act with integrity.

Be accountable for all aspects of their role and continuously improve.

Be friendly, positive, helpful and team oriented; show respect for all team members and University community; be willing to learn new skills to help the department, division and University, the team and self-development.

Any relevant education, certifications and/or work experience may be considered.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

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