Facilities Control Centre Coordinator

3 days ago

Kingston, Ontario, Canada Queen's University Full time

About Queen's University

Queen's University is a leading Canadian research institution with a commitment to providing a transformative student learning experience. Our diverse employment opportunities span multiple areas, including globally recognized research, faculty administration, engineering and construction, athletics and recreation, power generation, corporate shared services, and more.

We are dedicated to employment equity and diversity in the workplace and welcome applications from individuals from equity-seeking groups, including women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community, and others who reflect the diversity of Canadian society.

Job Summary

The Facilities Control Centre (FCC) Coordinator will play a critical role in receiving and responding to maintenance and custodial requests for Residences, Event Services, and Hospitality Services. This position will evaluate and prioritize requests, schedule and dispatch work orders to Physical Plant Services, outside contractors, Facilities Supervisors, Building Mechanics, and Custodial staff.

Key Responsibilities:

  • Enter work orders, distribute reports, and monitor a computer system of approximately 30,000 Maintenance Request Orders (MROs) generated annually by students and staff in residences and Hospitality Services using Archibus database.
  • Assist with the allocation of requests and dispatch accordingly to Physical Plant Services, outside contractors, residence building mechanics, supervisors, and custodial staff.
  • Communicate with various areas by posting notices, arranging key sets and badges for Community Housing, Residence, and PPS staff, as well as for students and outside contractors.
  • Answer inquiries relating to the status of work orders for students, facilities supervisors, Residence Life Coordinators, and Hospitality Services, and follow up on any incomplete work orders.
  • Perform administrative duties for Facilities Services, including preparation of reports, coordination of work, and tracking of work history/work in progress.
  • Coordinate building damage information to ensure work is completed and that information is communicated to the Conduct Office, Residence Life Coordinators, purchasing clerk, and student accounts clerk to recover damage costs.
  • Participate in the orientation of new seasonal FCC casual staff, including instruction on work orders, damages, and key policies and procedures.
  • Act as a liaison with several external service providers, including contractors, consultants, and waste management and pest control.
  • Handle Lock out & Misplaced key forms, using sound judgment with responses to students, conduct follow-up/verification, and apply charges where applicable.
  • Create user profiles for desk representatives, hospitality services, and custodial services, defining access levels and provide training on submitting work orders to all professional Housing and Ancillary Staff.
  • The FCC is also responsible for setting door schedules around building hours and holidays.
  • Respect diversity and promote equity and inclusion in the workplace.
  • Perform other administrative and clerical duties in support of Facilities Services.

Required Qualifications:

  • One year post-secondary training in business administration practices, accounting, or computers.
  • Satisfactory Criminal Records Check and Vulnerable Sector Screening required.
  • A basic understanding of Residence maintenance system.
  • Familiarization with accounts receivable, purchasing, and residence buildings damage collection.
  • Typing, computer knowledge, and electronic communication skills.
  • Knowledge of residence buildings would be considered an asset.
  • Knowledge of trades and trades terminology would be considered an asset.
  • Knowledge of Queen's University residences would be considered an asset.
  • Consideration may be given to an equivalent combination of education and experience.

Special Skills:

  • Exceptional customer service skills with an ability to deal with a wide variety of individuals and to provide clear and accurate information to customers and contacts.
  • Ability to pay attention to detail.
  • Ability to work independently and as part of a team.
  • Ability to operate in a stressful environment.
  • Ability to maintain a service-oriented perspective while dealing with constant interruptions both telephone and in person.
  • Good interpersonal, organizational, and time management skills.
  • Ability to remain current and adapt to changing technology.
  • Computer skills and some training in accounts and damage collections.

Decision Making:

  • Set work priorities to meet competing demands on time.
  • Decide on how to deal with new information at hand.
  • Determine which requests can be handled on own and when to refer to a Manager.
  • Evaluate and prioritize requests and make decisions on determining a course of action.

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