Facilities Management Coordinator

Facilities Management Coordinator

Facilities Department

$17.76- $20.85 per hour

This position is at most 20-hours per week, or 40-hours per pay period. The schedule is flexible based upon the employee's availability, and the department needs. This position is anticipated to be 3-4 months in duration.

The purpose of this position is to assist with the daily operations of the Facility Management office. This includes work order system management, financial tasks and flood plain leases. This position is intermittent and acts under the supervision of the Assistant Director - Facilities Management.

• Assists with day-to-day operations of the office. This includes greeting visitors, assisting callers over the phone and escalating as needed, communication via two-way radio, preparing documents, filing of paperwork, ensuring office supplies are stocked and ordered.
• Manages the Facilities email and incoming physical mail and confirms package deliveries.
• Manages meeting room schedules and obtains user setup requirements, coordinates work orders for set-up and custodial cleanup.
• Generates work order tickets in the computerized maintenance management system (CMMS) and dispatch repair requests. Assesses and addresses emergency maintenance responses when needed.
• Tracks and receives invoices for materials and supplies needed to complete the work orders and inputs costs into the CMMS system accordingly.
• Processes and tracks purchase order requests in Munis for specific vendors, ensures receipt allocation, and payments. Manages all purchase order close-out steps.
• Oversees operating budget items which include paying and tracking all utility bills, janitorial supplies, lawn maintenance, snow removal and various vendors that support County operations. Works with Facilities Management Assistant to ensure budget tracking accuracy.
• Assists with placing material or supply orders and coordinate deliveries with vendors.
• Oversees the key request process, obtains approval and issues assigned keys and access codes to appropriate County personnel as requested.
• Maintains, tracks and updates Flood Plain database of properties for lease. Works with the public to execute leases and collection of lease money. Generates and obtains proper execution of new leases, insurance certificates and coordinates lease renewals annually.