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Scheduling & Administrative Coordinator

2 weeks ago

Wabasca D, Canada Sarasota County Government Full time US$56,139 - US$62,000

Department:

General Services

Start Here. Grow Here. Stay Here.

Do you have a background in planning, scheduling, resource allocation, and operational execution? In this role, you support the Facilities Operations team by leading planning, scheduling, and resource allocation to ensure efficient execution of maintenance activities. Key duties include developing job plans, coordinating safety protocols, and ensuring the availability of personnel, tools, and materials.

The role collaborates across Business Units and uses the Archibus CMMS to manage maintenance records, preventative schedules, and facility data. It also supports Operations Managers by preparing performance reports, optimizing resource utilization, and aligning maintenance activities with organizational goals.

If you're ready to make an impact in a dynamic environment, we encourage you to apply today

About This Role

Operational Support:

  • Plan, organize, and coordinate the development and implementation of daily, weekly, and long-range strategic preventative, predictive, and scheduled maintenance plans.
  • Manage, develop, and coordinate the repair plans by reviewing work requests, clarifying job requirements with requestors, determining scope of work, and ensuring necessary repair parts and materials are available prior to commencement.
  • Create and implement preventative and predictive maintenance strategies by researching manufacturer recommendations and utilizing condition-based monitoring.
  • Monitor, evaluate, and analyze the effectiveness and efficiency of maintenance activities, recommending adjustments to job procedures and safety plans as appropriate.  
  • Build and maintain effective working relationships with staff, management, vendors, and external stakeholders to facilitate collaboration and service excellence.
  • Serve as the Department Records Management Liaison, ensuring compliance with State guidelines for documentation security and privacy.
  • Manage the collection, archiving, sharing, and deletion of electronic and physical records, while adhering to retention schedules and filing protocols established by the Clerk of Circuit Court and County Comptroller's Office through the OnBase records management system. 

Administrative / Office Support:

  • Assist Operations Managers with scheduling and calendar of appointments, presentations, data collection, organization, and analysis to prepare reports that are clear, precise, and actionable for decision-making. 
  • Assists with special projects involving research, verification, and data gathering from historical and other information sources. Provides information and technical assistance to the public, County officials, and staff as required.
  • Supports and delivers training programs, assists with new employee onboarding including orientation and job training and collaborates with HR to administer employee-related processes such as benefits enrollment.
  • Oversee daily administrative operations, ensuring the smooth execution of office functions. Maintains office supplies, equipment, and technology assets (e.g., laptops, smartphones, desk phones) to sustain an efficient and productive workplace.

Work Hours: 

  • Monday - Friday, 7:00 a.m. - 4:00 p.m.

About You
  • Bachelor's degree in Public Administration, Business, Communications, Finance, Planning, Industrial Technology, Industrial Engineering, or related fields AND two (2) years of job-related experience.
  • -OR- Six (6) years of professional job-related experience can be substituted at management discretion for the required education.
  • A valid Florida driver's license at the time of hire.

Preferred Qualifications:

  • Experience with procurement processes, RFPs, contracts, and regulatory compliance.
  • Proficient in Microsoft Office Suite (Outlook, Excel, and PowerPoint), SharePoint, Excel, and/or Planning tools (MS Project, eBuilder, Smartsheet).
  • Experience using Archibus database knowledge or similar Facilities Management software (e.g. Maximo, MaintainX, Hippo CMMS, etc.). 
  • Knowledge of codes, ordinances, and regulations relevant to the job role.

Subject to Passing Substance Screening:  This position is subject to passing a pre-employment substance screening.  An applicant who fails to pass a required drug screening test shall be disqualified from employment in any class for a period of five (5) years.

CJIS Clearance: **The successful candidate will be subject to an extensive background check(s) as a part of the hiring process.

About Everything Else:

Starting Pay Range: $56, $62,000.00/annually, based on your experience.

Our interview process could include phone interview(s), Microsoft Teams video interview(s), and/or in-person interview(s).

If you are selected to join our team, please click on this link to review the Required First Day Documents. You will need to present the following items on your first day:

1. I-9 Acceptable Documents to show your identity and authorization to work. Use this link to learn more and review the different document options:

  • If your position requires a Florida Driver's License, this must be one of your documents. (Your Florida Driver's License can serve as one of your documents listed in link above – List B Documents.)  

2. U.S. Social Security Card (signed, physical card). This is a requirement of our Payroll Department and failure to provide this document could jeopardize timely compensation. (Your U.S. Social Security Card can serve as one of your documents listed in link above – List C Documents.)  

Benefits:

  • Enjoy great benefits including Health, Dental, Vision, and Life Insurance, Short-Term and Long-Term Disability, Flexible Spending Accounts, Employee Assistance Program (EAP), Florida Retirement System (FRS) and many, many more Choose one of three great medical plans, including one with a $0 premium option, with completed preventative visits
  • For more information about employee benefits, please click this link or visit for additional information.
  • Utilize our award-winning wellness program including free gyms at multiple Sarasota County Government locations. 
  • Enjoy 11 paid holidays, 3 personal days and 16 paid vacation days in the first year of full-time employment with increasing accrual rates with years of service. (That adds up to a possible 30 days off in your 1st year)​​

A different blend of voices prompt better conversations, choices and results for everyone. Sarasota County – Many Voices, One Team.

We celebrate and value the experiences, backgrounds, perspectives, talents and strengths that make us different.

Our vision is to attract, develop, retain and engage a talented workforce broadly representative of the citizens and communities we serve. To further value creativity, innovation, collaboration and great customer service – internally and externally. 

A job applicant with a disability who requires reasonable accommodation to participate in the application/selection process is requested to make known the need for an accommodation to Human Resources or appropriate county staff members. For assistance with the application, please call

Sarasota County prohibits discrimination in all services, programs or activities. View the complete policy at (keywords: ADA Compliance).

Sarasota County Government is a Tobacco-Free/Drug-Free Workplace.