Administrative Coordinator, FM Help Desk

Position Specific Accountabilities

1. Help Desk Support:

Manages the daily operation of the Helpdesk including emerging maintenance trends student staffing and timely response to campus inquiries for service & maintenance.

Manages the student hiring and training process within the Quality Assurance Office to ensure the successful operation of the Facilities Management team. Leads other student teams as needed such as Building Inspectors etc.

Familiarize and support with FM-related software; Provide clerical assistance in the maintenance of FM documents including departmental policies and procedures.

Provide assistance to the support of staff on the use of both desktop and mobile applications of the CMMS

Perform and analyze routine reporting for work order data warehouse material and other critical information for departmental needs.

Lead weekly event meetings with department as needed

Provide support for Facilities Management during large scale events

2. Departmental Responsibilities:

Assist with communication & notification efforts between FM Department and campus community

Assist with on campus event support as needed

Assists with vetting and providing vendors access to cell sites on campus (rooftops/ electrical rooms)

Meet with clients schedule meetings perform walkthroughs for maintenance related requests

Manage a guide for Help Desk needs

Schedule maintenance related walkthroughs between supervisors/technicians and campus community as necessary.

Manages data and logs for phone calls rain events opening/closing walkthroughs etc.

Assists with scheduling work orders to specific times with supervisors/technicians

Send out Weekend and Holiday Coverage to supervisors and DPS

Assists with work order Priority management. Perform work orders follow-ups for potential high priority issues.

Assist with management of VIP Cart Loaner Fleet vehicle reservations

o coordinate routine maintenance for loaner fleet with fleet services team

Perform other duties as assigned or requested.

3. Event Support Responsibilities:

Assist with daily event support for on campus events

Ensures management receives weekly and daily event reports

Assist as liaison between clients & FM operations to ensure specific requests for event support are met

Represents back-up for FM in event planning meetings and event related walkthroughs including but not limited to student organizations University Events film shoots

Send out estimates and invoices as needed

Administrator for Scheduling software (Mazevo) including approving event resources student film permits. Access to check class and event schedules for technicians and supervisors/ booking out rooms and spaces for maintenance blocks.

o Serve as an approver of SFTV film permits daily event resource requests and maintains FM maintenance reservations

Assists with guides and records for FM related event support

Provide support and coordination efforts to large scale events including: LMU Commencement Los Angeles Rams Training Camp Wine Classic Alumni BBQ Family Weekend and other key university programming.

Assist with event meetings with FM units as needed

May represent Facilities Management in Emergency Operations Center/ DOC during large scale events

Loyola Marymount University Expectations

Exhibit behavior that supports the mission vision and values of the university. Communicate and employ interpersonal actions that model high standards of professional responsible accountable and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requisite Qualifications:

Typically a High School diploma or equivalent experience. Incumbent will be expected to continue upgrading knowledge skills and abilities needed to keep abreast of regulation/policy changes.

Minimum 2 years of experience in customer service or client services. Event related experience is preferred.

Proficiency in Microsoft Office Adobe Suite and scheduling software.

Ability to lead event-related meetings act as liaison between FM department and campus personnel

Ability to manage department communications

Excellent organizational skills.

Ability to work effectively with diverse teams including faculty staff students and external partners.

Strong communication and customer service skills.

Ability to manage multiple projects simultaneously and respond to changing priorities.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities duties and skills required of this position.

Work Shift Schedule: Monday- Friday 8:00am to 5:00pm

#HERC# #HEJ#

Salary range

Please note that this position may not be eligible for visa sponsorship now or in the future.