COORDINATOR III - FACILITIES

Brief Description

Job Title: Coordinator (III) - Facilities

Department: Facilities

Reports To: Maintenance Manager

Summary

Maintains systems relating to the Facilities Department and provides clerical support to the Facilities Managers. Schedules work orders, enters data using CRM and Visual One and dispatches routine and emergency requests to the appropriate team member.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Maintains complete confidentiality at all times.
• Answers phones / radio and dispatches routine and emergency requests to the appropriate team member.
• Schedules work orders from CRM, enters data when complete.
• Supports Facilities Management in day-to-day operations and duties using CRM, Visual One, SWS and Kronos. These are the facilities software programs for Maintenance, Hotel, Ordering and payroll.
• Keeps records of person responsible and time completion dates in liaison with the individuals involved. Ensuring all calls are completed in a timely manner.
• Ensures quality and quantity of output regarding correspondence, memos and reports.
• Interacts with purchasing and receiving for ordering supplies and maintenance of those supplies as requested.
• Files paperwork as needed
• Types correspondence, forms and reports for management personnel.
• Places, accepts and screens telephone calls and refers calls to others as appropriate.
• Responds to the needs and questions of users concerning their access of resources.
• Creates task and project procedural documentation.
• Schedules meetings as requested, takes minutes, notes and produces formal action or minutes of the meeting.
• Assist the Coordinator- Systems Administrator with IT requests, maintaining inventories, ordering and assisting staff with questions using the software.
• Completes all tasks as assigned by the Housekeeping and Maintenance Managers.
• Adheres to all company safety policies, procedures and responsibilities concerning accident prevention including reporting any safety concerns to a supervisor immediately.
  
  

Education And/or Experience

High school diploma or general education degree (GED) required; some college background preferred. 2 years experience working with hotel operating systems, inventory, work order systems, payroll, ordering and facilities equipment and/or an equivalent combination of education and experience. Knowledge of payroll administration preferred. Secretarial experience a plus.

Computer Skills

Must have excellent PC skills especially in the use of Microsoft Office applications.

Other Qualifications

• Must possess strong oral, written, administrative and organizational skills.
• Must be reliable, trustworthy, have a pleasant personality and be able to handle pressure and difficult situations.
• Must be able to work independently and be able to multitask.
• Must be flexible with work schedule, working on weekends and holidays if required.
  
  

Language Skills

Must be able to read, write, speak and understand English.

Physical Demands

While performing the duties of this job, the employee is regularly required to walk; sit; use hands and fingers to handle or feel; reach with hands and arms and talk or hear. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Work Environment

While performing the duties of this job, the employee is regularly exposed to secondary smoke. The noise level in the work environment is usually moderate.