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Facilities Service Center Coordinator

Posting Details

Position Information

Job Title Facilities Service Center Coordinator
Department Facilities Service Center
Full Time/Part Time Full-Time
Requisition Number S18106
Open Date 09/25/2017
Close Date
Salary Information

Salary Commensurate with Experience and Qualifications

Work Schedule

Monday through Friday, 8 a.m. to 5 p.m.

Benefits Eligible Yes
Eligible for Overtime Yes
Position Summary

Under the direction of the Director of Business Process, the Facilities Service Center Coordinator provides excellent customer service and performs all duties necessary for the successful operation of the Facilities Engineering and Planning Department. Some of the duties include, but are not limited to; assisting in training users on proper procedures, updates and reporting features of the asset and maintenance management database. This position will field all facility maintenance-related phone calls, faxes, radio calls, e-mails, etc. and document, prioritize and distribute requests for repairs and other maintenance related activities. The incumbent will also assist all managers, project managers, and supervisors by providing information and reports on various topics, and perform other facility-related management tasks such as coordinating event schedules. This position may supervise temporary employees

Education Required HS Diploma or equivalent
Concentration / Degree Type
Substitution for Education Requirement

Experience may not be substituted for the education requirement.

Education Preferred

College or trade school education relating to maintenance trades or operations is desirable.

Experience Required 2 years
Type of Experience

Customer service experience, with at least one year within a service resolution setting.

Substitution for Experience Requirement

Education may not be substituted for the experience requirement.

Experience Preferred

Experience in a maintenance environment is highly desirable. Office experience.

License/Certification Required
License/Certification Preferred
Skills Required

- Must be fluent in the English language.
- Analytical skills and the ability to maintain accurate records.
- Ability to deal tactfully with others.
- Ability to give written and oral instructions in a precise, understandable manner.
- Ability to coordinate schedules, and supervise contractors, vendors, and others as needed.
- Strong organizational skills.
- Proficiency with Microsoft Office, including knowledge of word processing, spreadsheets, electronic mail and databases.
- Ability to operate a walkie-talkie and other communication devices.

Skills Preferred

- Ability to generate and interpret reports.
- Strong analytical skills.
- Familiarity with Oracle databases and other computer applications.
- Experience with Oracle report writer (Discoverer).
- Basic knowledge of maintenance trades and project management processes.
- Knowledge of maintenance related activities and terms.
- Knowledge of the FAMIS system.
- Knowledge of the facility/university specific policies and procedures.
- Basic knowledge of capital asset management information systems.

Internal / External Contacts

Internal: Interacts with students, faculty and staff of the University. Works closely with the craft employees, their supervisors and other divisions in the Facilities Engineering and Planning department. Constant contact with various campus departments relating to maintenance and construction activities.

External: Will have contact with representatives for contractors performing maintenance and construction work on campus.

Physical Demands

- Must be able to spend large amounts of time on the telephone and inputting data into the computer, up to eight hours a day.
- Must be able to lift file storage boxes up to 30 lbs.

Working Conditions

- Regular work schedule Monday through Friday 8 a.m. to 5 p.m.
- Occasional overtime will be required during peak work demand times, which is typically at year end.

Security Sensitive Yes
Special Instructions to Applicants
Quick Link for Posting http://jobs.rice.edu/postings/11734

Job Duties

Job Duty Name
Description of Job Duty

- Performs supporting duties for the Director of Business Process including, but not limited to; designing and composing documents, folders, reports and spreadsheets.
- Enters, sorts and retrieves computer data and creates ad-hoc reports from all associated maintenance management software installed in the Facilities Service Center computers.
- Assists all Managers, Project Managers, and Supervisors by providing information and reports as requested, often times with very short notice.

Percentage of Time 25
Job Duty Name
Description of Job Duty

- Analyzes cost information from estimates and expenses to resolve financial discrepancies.
- Performs other facility-related management tasks including, but not limited to; coordination of event schedules, shop stock documentation and miscellaneous charges entered into the appropriate systems.
- May supervise employees of a lower level as assigned by Management.
- May supervise temporary employees.
- Performs other related duties as assigned.

Percentage of Time 25
Job Duty Name
Description of Job Duty

- Performs all customer service and request coordination activities and duties required for the successful operation of the Facilities Asset Management Information System and of all activities assigned to the Facilities Service Center.
- Performs/arranges training on the correct operation of the maintenance management database for all involved staff, crews and any other personnel throughout the department and university that may require information from the database.
- Receives all facility maintenance related phone calls, faxed messages, radio calls, emails, electronic, or written maintenance requests. Documents, prioritizes (in absence of the Director of Business Process) and distributes requests for repairs and other maintenance related activities.
- Generates computer-based work orders electronically to track work from initial receipt to operational closure from verbal and written instructions.
- Dispatches requests to Crew Supervisors, Leads, Personnel, Craftsmen, Project Managers, and others.
- Communicates with Facilities Engineering and Planning staff by two-way radio, telephone, pager, email, and mail. Contacts customers to gather and provide information related to work, charges, status updates, and coordinates utility outages with Building Administrators and Facilities Engineering and Planning requests.

Percentage of Time 50

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma or equivalent?
    • Yes
    • No
  2. * Do you have two years of customer service experience, with at least one year within a service resolution setting?
    • Yes
    • No