Facilities Control Centre Coordinator

5 months ago

Kingston, Canada Queen's University Full time

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as 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.

Come work with us

Job Summary

Reporting to the Manager, Facilities the Facilities Control Centre (FCC) Coordinator will receive and respond to maintenance/custodial requests for Residences, Event Services, and Hospitality Services. The incumbent will evaluate and prioritize requests, schedule and dispatch work orders to Physical Plant Services, outside contractors, Facilities Supervisors, Building Mechanics, and Custodial staff. They will provide administrative support for the Facilities Control Centre and Facilities Services including: monitoring and maintaining the computerized maintenance request order reporting system Archibus, issuing keys to students, Residence staff, Hospitality Services Staff, PPS and outside contractors as required, coordinate damages and student charges. The Coordinator is a critical link in maintaining contact with clients regarding the status of any outstanding work orders.

The incumbent will support efforts to promote multiculturalism, inclusion and equity.

Job Description

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 to a variety of 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. 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 in order 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. Use sound judgement 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 promotes 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.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs.

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