Facilities & Maintenance Coordinator

Facilities Support Specialist Anaheim CA

Shift: 1st Shift 9/80 work schedule

Pay Rate: $45/Hr. on W2

Summary:

Under general supervision of senior leadership this position performs a variety of activities supporting the Facilities department. Gathers collects records tracks and verifies data and information from multiple sources. Compiles reviews and analyzes data. Uses software for functional area to compile and generate reports statistics timelines tables graphs correspondence and presentations. May design processes to enhance work flow. Provides data and information to others on functional unit processes and procedures.

Roles and Responsibilities:

• Manages updates and reconciles data in Facilities tracking systems involving tasks equipment inventory etc.
• Annual Business Continuity Plan update revisions and entries.
• Supports proposal cost data analysis budgeting manpower forecasting service & parts contacts predictive/preventative maintenance and report preparation.
• Contacts company personnel at all organizational levels including outside contacts and vendors to gather information and prepare reports for use by Facilities management.
• Assist with troubleshooting facility issues.
• Serves as IEC POC for Fleet Vehicle reservation and key control
• Serves as IEC POC for Facility HelpDesk concerns.
• Supports Facilities compliance efforts and/or audit activities.
• Performs administrative duties of a complex nature (e.g. travel accommodations and expense reports; petty cash handling & reporting; finance/accounting support; assists other department/s with purchasing and tracking of assets; coordinates Conference Room reservations).

Qualifications:

• Requires fully proficient job knowledge/skills.
• Requires a High School Diploma or equivalent and a minimum of 6 years of prior relevant experience or 2 years post-Secondary/Associates Degree with a minimum of 2 years of prior related experience.
• Strong organizational skills and attention to detail.
• Ability to work efficiently under deadlines and manage multiple tasks.
• Familiarity with handling confidential information and maintaining data privacy.
• Effective communication and collaboration skills.
• Proficiency with spreadsheets (excel) for tracking.

Preferred Skills:

• Basic knowledge of HR compliance requirements regarding employee records

Faciliworks (CMMS/MP2)

Generate Work Orders (Weekly Monthly Quarterly Semi-Annual and Annual)

o Print and distribute accordingly

o Run Backlog Report

o Maintain all PM Services on Schedule

o Close completed work order and attached Service Reports

Vendor Completed Work Orders

o Verify funds on PO

o Distribute WO for completion along with vendor PO information.

o Assist with vendor scheduling

o Submit Ease Management Visitor request to Security

o Create Follow up Work Order if needed and close once completed with attached report.

Maintain Janitorial Inventory at all times special order items from Staples

Vendor Management

Run and review Cognos Agreement Renewal Report for expiring POs

Work with vendors to renew Purchase Orders

Update Statement of Works alongside the Facilities Engineer

Request and collect quotes and corporate required vetting documents from all vendors (Corp. Qualification Form W-9 Certificates of Insurance NDA/PIA EH&S Certification Eligibility Letter)

Review Certificates of Insurance; request insurance approval from Corp. Risk Management if limits do not meet L3 requirements

Work closely with IEC Purchasing to have new vendors uploaded to database and/or extended to our company code.

Maintain along with IEC Purchasing all vendor vetting documents

Maintain Facilities vendor contact list

Submit Ease Visitor Management Visitor Request for any onsite job walks and or visits

Purchase Requisition

Complete Ariba Purchase Requisition

Upload supporting documents

o Corporate required documents

o Scope of Work

o Vendor proposal

Submit PR for Approval

Check Approval Workflow status

Maintain Purchase Orders for team accessibility

Submit a Change Order to add additional funding to Purchase Orders

Submit a Change Order for any changes in Scope of Work

Invoices

Route invoices received from Accounting to the owner who managed the service/project that is referenced on the invoice.

Once the invoice is verified by the owner route the invoice to manager for final approval then route approved invoice to Accounting for payment

Route Ariba invoices to owner and Manager for approval.

Facilities Corporate Audit

Corporate requirement to complete the pre-audit checklist and assure all documentation is readily available for the auditor.

Note CMMS Task numbers for each checklist item

Assure all supporting documentation is uploaded in to CMMS

During audit must be familiar with CMMS program and present information to Auditor on demand.

Business Continuity Plan

Distribute each section of the BCP to assigned Managers for annual updates.

Update all Facilities owned sections

Insert updated sections in to the BCP accordingly

Assure all linked documents/policies throughout the BCP are working correctly

Update Executive contact information throughout BCP

Fleet Vehicles

Serves as IEC POC for Fleet Vehicle reservation and key control

Maintain copy of Drivers License for any IEC employee checking out a vehicle

Manage DMV registration payment smog checks

Maintain Auto Insurance ID cards are current and available in every vehicle

Present fleet vehicle supporting paperwork for CHP Audit

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