Facility Services Coordinator

The Facility Services Coordinator is responsible for the coordination of the Facility Services Department to include prioritizing work orders, clerical support and follow-ups with departments and residents for the Maintenance, Housekeeping, and Grounds departments.

Responsibilities include but are not limited to:

• Maintain departmental files, manuals, and invoices. Maintain and input asset information in an asset data base in PM Worx for capital planning purposes.
• Set-up and maintain records of all work orders in PM Worx for entire Wesley Commons campus as well as ensuring that work orders are expedited in order of importance to the maintenance technicians. Processes completed work orders as they are turned in and/or follow up with the necessary staff to close out when needed and keeps data base of completed work order sheets.
• Follow up and provide feedback with residents and staff with work order requests to ensure their needs are met. Communicates with Director of Plant Engineering, Grounds Manager, Health Services Manager, and Technicians on all uncompleted work orders. Visits new residents to explain work order system and answer questions.
• Responsible for implementing forms/systems to be used in the Facility Services department.
• Maintains Master SDS books as information is provided by other departments.
• Keep records via PM Worx for preventative maintenance program on a daily, weekly, monthly and annual basis. Prints and distributes preventative maintenance work orders on a weekly basis and records as completed. Adds additional information as requested by the Facility Services Director.
• Contact vendors for Certificate of Insurance (COI), annual inspections and cleaning and other reasons as requested by staff and residents. Also orders supplies as needed for Facility Services Department.
• Provides clerical support for the Facility Services department including assisting other staff members with the use of computer applications.
• Communicates with various agencies, vendors, staff and other CCRC's as needed to update and maintain copies of Disaster Preparedness/Emergency manual. Distributes copies to required locations.
• Assist with annual inventory for the facility services department as needed.
• Provides set up information and forms to Maintenance Tech and Janitors/Housekeeping as provided by residents, outside sources, and staff.
• Monitors and approves Paycom to ensure maintenance time off, on call, and everyday punches for payroll are correct and up to date.
• Responsible for the on call schedule for maintenance.
• Responsible for contacting contractors for quotes pertaining to renovations and/or repairs needed campus wide. Also responsible for the completion of capital requests for renovations and/or repairs campus wide.
• Responsible for ordering appliances for renovations and/or to replace appliances that are no longer working where needed campus wide.
• Schedule and coordinate service calls between residents and outside vendors when needed for repairs or requested services.
• Schedule plumbing for renovations and/or plumbing for repairs when needed campus wide.
• Responsible for ordering lighting for renovations and replacement when needed campus wide.
• Responsible for ordering window blinds for renovations or other areas where needed campus wide.
• Responsible for scheduling the Maintenance staff to handle areas of renovations where contractors are not needed. Also responsible for assigning work orders when needed.
• Responsible for scheduling installation of flooring for renovations or repairs campus wide.
• Responsible for ordering and scheduling delivery of kitchen countertops and vanity tops for renovations or resident upgrades.
• Responsible for scheduling sheet rock repair and painting for renovations or repairs campus wide.
• Coordinate contractors to ensure project management for renovations, resident upgrades, and repairs campus wide.
• Track and code facility services invoices for capitals, repairs, and/or general supplies.
• Adhere to all HIPAA guidelines.
• Assist with switchboard relief at Commons Building as needed.
• Handles other such duties as requested, such as assisting residents and staff with the copy machine and computers in classroom.

Qualifications:

Valid driver’s license required; knowledge of safety practices of Wesley Commons. Good communications and interpersonal skills, strong verbal and written skills to effectively deal with people at different organizational levels including employees and residents. High school diploma with over two years’ experience in clerical field. Experience with computer programs such as Microsoft Word, Excel, and Outlook.