Facilities Clerk

The Facilities Clerk ensures and provides excellent customer service to our internal customers through oversight and follow through of daily activities associated with facilities work order requests, preventive maintenance, mail services, and vendor services. Assists with maintenance documentation for Facilities.

Roles and Responsibilities

• Enter, schedule, and distribute work order requests as received through computerized preventive maintenance work order system ServiceNow (Nuvolo). Follow through with internal customers regarding expected completion time and clarification of requests if appropriate. Ensure that work orders are complete within specified time frame and to customer’s satisfaction.
• Generate Preventive Maintenance work orders (PM’s) on a weekly basis. Follow through as required. Assist with identifying required PMs per Good Manufacturing Practices (GMP) requirements and ensuring they are entered in the system.
• Close completed work orders and PM’s. Ensure appropriate paperwork is signed off. Enter additional comments, corrective action needed or taken, and time spent on task. Maintain PM and work order files.
• Ensure appropriate documentation and authorization is received prior to scheduling work in controlled areas. Keep organized GMP documentation.
• Act as primary Facilities contact to vendors and client. Includes, covering Facilities routing or responding to calls and emails as appropriate and assisting internal walk–in customers as required. Use problem solving techniques, tact and discretion when handling client requests. Requires daily interaction with Facilities personnel to discuss workload scheduling and assignment.
• Run weekly open and past due work order reports. Review reports for accuracy. Follow up on past task assigned to Facilities Dept. Share results with staff and update with comments and delay description if appropriate.
• Perform other facilities related administrative duties as needed to maintain compliance with governing agencies.
• Perform weekly building inspection and complete checklist, assuring that issues are addressed timely and communicate deficiencies to supervisor/manager.
• Assist with event planning and logistics, including purchasing furniture, equipment and supplies.
• Interface with in-house resources and outside contractors.
• Participate in the development and implementation of goals and objectives for building integrity with facility maintenance and operations teams at the local level and with the corporate office.
• Complete necessary reports and records to ensure facilities work orders are completed timely and satisfactorily.
• This position encompasses a diverse range of administrative responsibilities, including contracting and invoice tracking, meeting coordination, documentation management, timesheet management, collaboration facilitation, and various other duties as assigned.
• This position will assist in coordination of preventive and corrective repairs and maintenance.
• Strong organizational skills and attention to detail, to handle numbers, figures, inventory, and other data.
• Effective communication across all levels of an organization and vendors.
• This role demands a proactive and organized individual who can multitask effectively, maintain meticulous records, and facilitate seamless communication within the department and across various stakeholders.
• Act as a liaison between department members and cross-functional teams, fostering effective communication and information sharing.
• Support the coordination of project-related activities, facilitating seamless collaboration among team members.
• Provide general administrative support.
• Previous experience in an administrative role or similar position preferably in facilities, construction, or project management settings
• Position may require overtime and On-Call duties as needed.
• Performs other duties as assigned.
• Ability to lift 50lbs.
• Ability to operate general office equipment.

About UG2:

At UG2, a leader in facility services, we are committed to innovation, excellence, and client satisfaction. We are committed to developing the strongest customer relationships and the highest service delivery benchmarks in the marketplace.

Founded in 2012, UG2 is privately held and headquartered in Boston, Massachusetts. We also have regional offices in Chicago, Washington, D.C., New York City, West Palm Beach, Los Angeles, Sunnyvale, and Dallas.