The Facilities Operations Specialist III position exists to own work order system administration, is essential in property management, provides high level issue response and unites the team around priorities. Requires a strong understanding of office and workplace safety management. The right fit in this position is someone who has a strong understanding and experience in building systems, works both at a high level as well as in detail, and is ready to embrace both the relational and technological challenges. The Facilities Administration Specialist III has a mastery of a work order systems, process flow, prioritization, and can easily navigate and train the technical aspects of building system controls. Requires minimal supervision and refers questionable matters to Manager.
Essential Duties/Responsibilities:
Work Order and Service Administration:
Primarily liaison for task and project needs of the ministry, tenants, and the Facilities staff
Administrator of the work order system for communication, tracking, and measurements to ensure all work is complete to satisfaction and in a timely manner
Gathers requirements for all ministry and tenant work requests from tasks to projects
Ensures requirements are clearly communicated to management, technicians, and/or contractors to ensure accurate completion of projects
Punch-list staff and tenant work requests ensuring that the ministry and tenants receive a quality product
Takes leadership role in construction and workplace safety program
Maintains OSHA and safety Certifications as needed for the role
Builds and maintains safety, inspection, and preventative maintenance calendars in work order system and Outlook. Communicates timelines, results, and recommendations to appropriate leadership
Partners with leadership on work order prioritization to improve customer service and team efficiency
Uses work order system to manage inventory, assets, reorder points, and track spending costs by building and tenant
Owns fixed assets tracking, equipment maintenance schedules, and recommends repair/replacement schedules for clear actionable reporting and decision making
Builds a staff network across the ministry and all tenants who are trained in the work order system. Ensures maintenance needs are completed in a timely manner and captured in the work order system
Develops an ongoing review cycle of all contractors to support management. Ensures quality contractors and contracts for all trades
Actively pursues a partnership with the purchasing team to ensure ministry policies are followed while ensuring that the contractor and work accomplished represent the required performance and quality
Is responsible for submitting purchase requisitions and maintaining an organized file of vendor quotes and contracts
Presents scope and work requirements to Facilities manager and/or supervisor. Ensures that all completed work is in accordance with the scope and work requirements prior to paying contractors
Participates with Security on accurate campus key inventory and map while ensuring that the work order key distribution tables are up to date
Facility Analysis:
Tracks and reviews building metrics, utilities, asset obsolescence, and SLA’s for Facilities scorecard
Is able to review building metric, utility, asset obsolescence, and work order trends to make informed recommendations to Facilities leadership ensuring the most efficient use of resources and best care for ministry assets
Tenant Services Support:
Tenant work order and project coordination in cooperation with Tenant Services Manager and the facilities teams
May manage Tenant projects under the direction of Facilities Director
Collaborates with Tenant Services Manager on tenant building expenses to determine tenant direct, ministry direct and common area cost to ensure accurate tenant NNN billing
Maintains a working understanding of tenant contracts to inform support of tenant requests
Tier 1 Service Response:
Is responsible for level 1 diagnostic…