Facilities Clerk

This role is responsible for maintaining the accuracy, integrity, and quality of data within the CMMS system. The position directly supports the Facilities Office Manager and collaborates closely with the Facilities Director, Chief Engineer, and Facilities Administrative Assistant to ensure smooth operational and administrative workflows.

CMMS & Asset Management (Asset Essentials & Capital Forecast)

• Assign work orders in the CMMS as directed by the Chief Engineer
• Enter contractor service work for assets upon completion
• Input capital projects into Capital Forecast, including costs and supporting documentation
• Update equipment replacement schedules and attach associated maintenance routines
• Maintain warranty information for all assets and systems
• Ensure accurate filing and organization of all related hard-copy documentation

Facilities Administration Support (as assigned by the Facilities Director)

• Process invoices after operational manager approval and submit for Accounts Payable
• Assist with purchasing, including:
  • Researching parts
  • Ordering monthly operational supplies
  • Processing non-recurring purchases
• Process service station gasoline purchases per Director of Security direction
• Contact contractors for urgent or immediate service needs

Contracts, Compliance & Reporting

• Maintain up-to-date service contract records, including:
  • Certificates of insurance
  • Original signed contracts (hard copy and scanned copies on shared drive)
  • Contract renewal and expiration dates
• Ensure use of the DAC-approved contract template for all service agreements
• Update and post the weekly engineering schedule as directed by the Chief Engineer
• Track, maintain, and report KPIs for Engineering and Security departments, including:
  • Preventive Maintenance completion percentages
  • Internal and external security patrol data
• Maintain city and state regulatory licenses and track elevator inspections
• Create and maintain Outlook calendars related to facilities operations

• Strong attention to detail with the ability to maintain accurate records and databases

• Proficiency in bookkeeping databases, spreadsheets, and CMMS software

• Ability to post and track financial transactions accurately

• Experience producing CMMS and financial reports

• Skilled in reviewing data for accuracy and identifying discrepancies

• Ability to reconcile records and report issues as needed

• Effective communication skills for interacting with management, vendors, and members

• Flexibility to adapt to changing business needs and priorities