Facilities & Maintenance Coordinator

Facilities Support Specialist - Anaheim, CA

Shift: 1st Shift, 9/80 work schedule

Pay Rate: $45/Hr. on W2

Summary:


Under general supervision of senior leadership, this position performs a variety of activities supporting the Facilities department. Gathers, collects, records, tracks and verifies data and information from multiple sources. Compiles, reviews and analyzes data. Uses software for functional area to compile and generate reports, statistics, timelines, tables, graphs, correspondence and presentations. May design processes to enhance work flow. Provides data and information to others on functional unit processes and procedures.

Roles and Responsibilities:

• Manages, updates and reconciles data in Facilities tracking systems involving tasks, equipment, inventory, etc.
• Annual Business Continuity Plan update, revisions, and entries.
• Supports proposal cost data analysis, budgeting, manpower forecasting, service & parts contacts, predictive/preventative maintenance, and report preparation.
• Contacts company personnel at all organizational levels, including outside contacts and vendors, to gather information and prepare reports for use by Facilities management.
• Assist with troubleshooting facility issues.
• Serves as IEC POC for Fleet Vehicle reservation and key control
• Serves as IEC POC for Facility HelpDesk concerns.
• Supports Facilities compliance efforts and/or audit activities.
• Performs administrative duties of a complex nature (e.g., travel accommodations and expense reports; petty cash handling & reporting; finance/accounting support; assists other department/s with purchasing and tracking of assets; coordinates Conference Room reservations).

Qualifications :

• Requires fully proficient job knowledge/skills.
• Requires a High School Diploma or equivalent and a minimum of 6 years of prior relevant experience or 2 years post-Secondary/Associates Degree with a minimum of 2 years of prior related experience.
• Strong organizational skills and attention to detail.
• Ability to work efficiently under deadlines and manage multiple tasks.
• Familiarity with handling confidential information and maintaining data privacy.
• Effective communication and collaboration skills.
• Proficiency with spreadsheets (excel) for tracking.

Preferred Skills :

• Basic knowledge of HR compliance requirements regarding employee records

Faciliworks (CMMS/MP2)


Generate Work Orders (Weekly, Monthly, Quarterly, Semi-Annual, and Annual)


o Print and distribute accordingly


o Run Backlog Report


o Maintain all PM Services on Schedule


o Close completed work order and attached Service Reports

Vendor Completed Work Orders


o Verify funds on PO


o Distribute WO for completion along with vendor PO information.


o Assist with vendor scheduling


o Submit Ease Management Visitor request to Security


o Create Follow up Work Order if needed and close once completed with attached report.


Maintain Janitorial Inventory at all times, special order items from Staples

Vendor Management


Run and review Cognos Agreement Renewal Report for expiring POs


Work with vendors to renew Purchase Orders


Update Statement of Works alongside the Facilities Engineer


Request and collect quotes and corporate required vetting documents from all vendors (Corp. Qualification Form, W-9, Certificates of Insurance, NDA/PIA, EH&S Certification, Eligibility Letter)


Review Certificates of Insurance; request insurance approval from Corp. Risk Management if limits do not meet L3 requirements


Work closely with IEC Purchasing to have new vendors uploaded to database, and/or extended to our company code.


Maintain, along with IEC Purchasing, all vendor vetting documents


Maintain Facilities vendor contact list


Submit Ease Visitor Management Visitor Request for any onsite job walks and or visits

Purchase Requisition


Complete Ariba Purchase Requisition


Upload supporting documents


o Corporate required documents


o Scope of Work


o Vendor proposal


Submit PR for Approval


Check Approval Workflow status


Maintain Purchase Orders for team accessibility


Submit a Change Order to add additional funding to Purchase Orders


Submit a Change Order for any changes in Scope of Work

Invoices


Route invoices received from Accounting to the owner who managed the service/project that is referenced on the invoice.


Once the invoice is verified by the owner, route the invoice to manager for final approval, then route approved invoice to Accounting for payment


Route Ariba invoices to owner and Manager for approval.

Facilities Corporate Audit


Corporate requirement to complete the pre-audit checklist and assure all documentation is readily available for the auditor.


Note CMMS Task numbers for each checklist item


Assure all supporting documentation is uploaded in to CMMS


During audit, must be familiar with CMMS program and present information to Auditor on demand.

Business Continuity Plan


Distribute each section of the BCP to assigned Managers for annual updates.


Update all Facilities owned sections


Insert updated sections in to the BCP accordingly


Assure all linked documents/policies throughout the BCP are working correctly


Update Executive contact information throughout BCP

Fleet Vehicles


Serves as IEC POC for Fleet Vehicle reservation and key control


Maintain copy of Drivers License for any IEC employee checking out a vehicle


Manage DMV registration payment, smog checks


Maintain Auto Insurance ID cards are current and available in every vehicle


Present fleet vehicle supporting paperwork for CHP Audit

#FacilitiesManagement #FacilitiesOperations #FacilitiesSupport #CMMS #PreventiveMaintenance #VendorManagement #FacilityCoordinator #WorkOrderManagement #MaintenanceOperations #BusinessContinuity #OperationsSupport #HiringNow #AdminJobs #OperationsJobs