Operations Assistant Facilities Management
Operations Assistant Facilities Management
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Job Description
Job Description:
DIVISION:Administration
DEPARTMENT: Facilities Management
BASIC FUNCTION:Processes prepares and coordinates work orders and associated management reports via computerized system. Prepares batch entries for chargeable work via Financial System; prepares special departmental reports tracking fuel consumption vehicle repairs etc. Maintains key accounting system. Oversees campus signage ordering and budget.
EDUCATION: High School diploma with some college or secretarial schooling.
EXPERIENCE:35 years office experience. Demonstrated interpersonal organization and communication skills and computer ability.
REPORTS TO:Director Facilities Management
ESSENTIAL FUNCTIONS:
1.Coordinates Facilities Management requests for work orders via the computer. This involves:
obtaining and documenting necessary information for repair/work order service
determining the appropriate action needed
channeling the work order request to appropriate supervisor
filing and reviewing work orders for completion and billing purposes
maintaining price records on utilized materials for billing purposes
running management reports routinely and by request.
2.Answers inquiries regarding billing. This involves:
answering queries regarding costs associated with the setup and breakdown of various meetings etc.
explaining costs relative to student damage
explaining costs relative to other chargeable work.
3.Prepares and coordinates invoices with Student Residences reflecting student related damage and/or general residence wear and tear and establishing a price for future billing. Prepares batch entries in Excel for Finance.
4. Compiles and processes internal purchase requisitions and records university and Jesuit community gas consumption chargebacks including vehicle repairs. This involves:
compiling data from requisitions of internal service personnel and external vendor invoices
generating Maintenance Request Forms for billing various departments throughout campus for work requested by department
processing charge backs in the Workday system and crediting Facilities Management budgets for work performed for other departments
preparing data worksheets for billing processes and subsequent online report
monitoring gas consumption and vehicle repair for both the university and the Jesuit community and processing appropriate purchase requisitions
responsible for onetime online requisitions.
5.Coordinates inhouse purchase requisitions reflecting nonroutine maintenance orders and appropriate cost accounting documentation.
6.Responsible for the general correspondence and operational support for the Facilities Management department. This involves:
greeting assisting referring and screening visitors and telephone callers
responding to routine requests for information and other oral communication addressed
coordinating and interacting daily with personnel located at the Barn Facilities Management Campus Planning and Design Student Residences and various other personnel within the University community
typing office correspondence work orders purchase requisitions personnel forms etc.
filing copying and distributing documents as appropriate
utilizing the paging communications system
maintaining updated lists reflecting vendors inhouse substitutes etc.
updating and completing personnel records and accident forms
maintaining attendance records on 35 service personnel.
7. Accountable for interior signage at nonresidential buildings. This includes:
taking signage orders from campus constituencies via written orders and personal meetings
visiting campus locations to determine type number and location of needed signage
generating purchase requisitions to various sign vendors via Workday Finance
tracking and reconciling campus signage budget
receiving completed signs checking for accuracy assigning installation.
8.Responsible for campus key accounting system. This includes:
processing campus key requests
explaining campus key policies and charges
tabulating key signouts on spreadsheet
entering charges in Workday Financial System.
9. Communicates with vendor and University department representatives on scheduling procedures service calls etc.
10. Participates in the professional development of the department. This involves:
promoting an image of efficiency and courtesy throughout the University Community and consistent with the departments mission
attending departmental staff meetings as requested
communicating effectively with supervisor concerning pertinent Departmental and University matters.
11. Promotes safe and secure working conditions. This involves:
promoting the proper utilization of equipment and materials
reporting immediately to supervisor any unsafe working conditions.
12. Performs other related duties as requested.
Duties may be changed and/or be added at any time.
*Disclaimer
The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties responsibilities and qualifications required of employeesassigned to this job.
Category:
Facilities StaffPerforms such other duties responsibilities and activities as required by supervisor and as departmental/University needs indicate.
*Disclaimer
The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties responsibilities activities and/or qualifications required or expected of employees assigned to this job. Duties responsibilities and activities may change and new ones may be assigned at any time with or without notice.
All offers of employment are contingent upon a satisfactory background check.
Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.
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Employment Type
Full-Time
