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Facilities Operations Coordinator

2 months ago

Kingston, Ontario, Canada Queen's University Full time

Facilities Operations Coordinator

At Queen's University, we are seeking a highly organized and detail-oriented Facilities Operations Coordinator to join our team. As a key member of our facilities services department, you will play a crucial role in receiving and responding to maintenance and custodial requests for various university services.

Key Responsibilities:

  • Enter and manage work orders in our computerized maintenance management system
  • Allocate requests to appropriate staff and contractors, ensuring timely and efficient completion
  • Communicate status updates to various stakeholders, including facilities staff and external service providers
  • Provide administrative support for facilities services, including data entry and record-keeping
  • Coordinate building damage information and recover costs, ensuring accurate and timely processing
  • Participate in the orientation of new seasonal staff, providing training and support as needed
  • Act as a liaison between facilities services and external service providers, ensuring seamless communication and collaboration
  • Handle lockout forms and misplaced key forms, maintaining accurate records and resolving issues efficiently
  • Create user profiles and provide training on submitting work orders, ensuring effective use of our systems
  • Promote a culture of diversity, equity, and inclusion within our facilities services team
  • Perform other administrative and clerical duties as required, supporting the overall efficiency and effectiveness of our facilities services department

Required Qualifications:

  • One year of post-secondary training in business administration, accounting, or a related field
  • Satisfactory criminal records check and vulnerable sector screening
  • Basic understanding of residence maintenance and facilities operations
  • Proficiency in computer software and electronic communication tools
  • Excellent interpersonal and organizational skills, with the ability to work independently and as part of a team
  • Consideration may be given to an equivalent combination of education and experience

Special Skills:

  • Exceptional customer service skills, with the ability to provide timely and effective support to various stakeholders
  • Ability to pay close attention to detail, ensuring accurate and efficient processing of work orders and other tasks
  • Ability to work in a fast-paced environment, prioritizing tasks and managing multiple responsibilities
  • Good interpersonal, organizational, and time management skills, with the ability to adapt to changing priorities and deadlines
  • Ability to adapt to new technology and systems, with a willingness to learn and improve processes

Decision Making:

  • Set priorities for work orders and other tasks, ensuring timely and efficient completion
  • Make decisions on handling new information, including requests and issues that arise
  • Determine when to refer to a manager or supervisor, ensuring that issues are escalated and resolved promptly
  • Evaluate and prioritize requests, ensuring that the most critical tasks are completed first