Facilities Coordinator

Job Description Summary:

Job Description:

The Facilities Coordinator provides assistance to the facility management team to ensure successful service delivery of facility needs. Directly supports the facility management team with on-going facility and team related responsibilities.

ROLE AND RESPONSIBILITIES

• Provide general overall facility management services, including continuous monitoring of office/facility

• Address client inquiries and concerns ensuring timely and quality issue resolution and service delivery

• Follow up with clients to ensure customer satisfaction

• Respond to all facility inquiries and complaints, assess problems and take the necessary corrective action

• Remain knowledgeable regarding all operational aspects of building systems

• Coordinate with outside contractors for the service and repairs of equipment

• Follow protocol for effective building-specific maintenance and safety procedures

• Maintain on-going communication with contractors, client, and team

• Assist with site inspection within the assigned building portfolio

• Create work orders and assign work orders to the engineering staff, subcontractors, and vendors

• Report on open and closed work orders and check the status of open work orders with the assigned party

• Request, review, and submit work orders, bids, and proposals from vendors

• Verify final invoice pricing and process payments in a timely manner

• Assist in the monitoring and assessment of vendor performance

• Train staff and vendors on work order and billing procedures

• Manage complex work orders such as environmental issues, projects, moves and disaster recovery

• Manage service and performance of vendors and landlords for timely completion of jobs

• Create and record appropriate written communication between all parties

• Schedule and document maintenance and repairs on building equipment

• Communicate frequently with customers, staff, facilities site managers, landlords, and vendors to resolve issues and provide project status updates

• Provide process and procedures training and direction to new associates

• Coordinate special events in support of client/customer

• Assist with measuring and reporting key performance indicators against service level agreements

• Support Facilities Managers and Technicians with ordering and departmental expenses.

• Support computerized maintenance management system and dispatch accordingly.

• Provide data on KPIs and other service metrics for department leadership and administration.

• Provide facilities helpdesk services on behalf of the client(s) and monitor internal/external workflow for all facilities cases to ensure consistent quality of service and work product

QUALITFICATIONS AND PREFERRED SKILLS

High school diploma or a General Equivalency Diploma (GED) required.

2 years in facilities management, office coordination preferred

Associates or Bachelors degree in facilities management, building, business or other related field preferred

• Communication Proficiency (oral and written)

• Customer Focus

• Initiative

• Sense of Urgency

• Multi-Tasking

• Detail Oriented

• Financial Knowledge

• Time Management Skills

• Team Orientation

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• Predominantly office environment. Some field work may be required.

WORK SCHEDULE DEMANDS

• Onsite office and field work Monday - Friday

• OT offering interimittently (not required)

• Occasion off hours or week end work (optional)

• Occasional work from home can be discussed.

Confidentiality of Information

Confidentiality of business information is a requirement. Confidentiality must be maintained according to CHC policies

Organization Information:

The Moses/Weitzman Health System is a global leader addressing challenges faced by organizations caring for the poor and diverse populations, and is home to programs focusing on education, research, and process improvement support for safety net providers. The system delivers primary care to more than 150,000 patients in Connecticut, and extends access to specialty care for more than 2.5 million individuals across the U.S. It is a national accrediting body for organizations training advanced practice providers, and offers accredited education and training for Medical Assistants in multiple states. As an incubator for new ideas in areas including social justice, the environment, and social determinants of health, the MWHS is addressing challenges faced by providers caring for underserved communities, creating innovative and impactful initiatives led by nationally and internationally recognized experts. As it forges pathways into the future of primary care, the MWHS honors Lillian Reba Moses (1924-2012), a granddaughter of slaves, and Gerard (Gerry) Weitzman (1938-1999), whose ancestors escaped pogroms in Eastern Europe. Their vision and commitment to justice and equity in healthcare is the foundation upon which the Moses/Weitzman Health System was built.

Location:

Facilities Administration

City:

Middletown

State:

Connecticut

Time Type:

Full time

MWHS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.