Healthcare Facilities Coordinator

Job description

Facility Coordinator

Job Summary

Provide support to facilities maintenance department. This position will assist with general office duties to support the functions of the department including financial processing, office management and effective communications.

Job Responsibilities

Administrative Function

·  Provide facility specific assistance to the facility maintenance management team as needed or requested.
·  Provide support for meetings and conference room reservations as needed and directed.
·  Assist with the coordination and scheduling of maintenance activities.
·  Handle phone calls.
·  Ability to learn and enter time and attendance for department staff utilizing software (Kronos).
·  Manage departmental documentation.
·  Distribute of correspondence.
·  Scheduling meetings and locations, coorde audio visual requests, record/process/distribute minutes.
·  Sort and prioritize mail, routine filing of reports (including compliance) and data entry.

Communication and Relationship Coordination

·  Act as an interface with client, visitors and guests.
·  Ensure appropriate follow up with customers, co-workers and vendors.
·  Provide direction/information to vendors, facilities staff and service providers as required to ensure excellent coordination/execution of work within client environment with minimal disruption.

Compliance

·  Related to purchase orders, work with vendors to obtain quotes and review for discrepancies.
·  Record data in standardized system.
·  Properly and efficiently, receipt and track purchase orders to completion.
·  Resolve invoice discrepancies daily.
·  Review GRNV/UVPO and other reports weekly and ensure there are no overdue items.
·  Ensure packing slips are matched with PO for accuracy and completeness.
·  Assist with budgetary requests, analysis and reporting.
·  Assist with researching, analyzing and reporting budget variances.
·  Any and all other duties and tasks assigned.

Qualifications

·  Superior customer service skills and orientation.
·  2+ years of relevant experience preferred.
·  Understanding of computerized maintenance management software (CMMS) Corrigo or similar preferred.
·  Able to work within CMMS to enter vendor work request and routine work order requests.
·  Ability to support two or more facility Maintenance departments/hospitals.
·  Ability to maintain professionalism under stressful situations.
·  Advanced knowledge and ability to use Microsoft Word and Excel.
·  Must be proficient at Excel spreadsheets and have capability of customizing administrative reports.
·  Ability to use advanced components of timekeeping and data management systems.
·  Excellent data input and grammar skills.
·  Possess strong written, verbal and people skills with the ability to communicate effectively with physicians, administration, co-workers and vendors.
·  Careful attention to detail and accurate proofreading skills.
·  Ability to manage projects independently, think creatively and problem-solve.
·  Willingness to help achieve team goals.
·  Proficient use of Microsoft Outlook and ability to use scheduling components.
·  Ability to plan and manage work under time constraints.
·  Ability to multitask and work without direct supervision.
·  Strong organizational skills and collaborative style.
·  Associates degree in facilities management, building, business or another related field preferred.

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Total Rewards reflects JLL’s investment in employees’ needs and preferences in Career, Recognition, Well-being, Benefits and Pay.  We offer a competitive salary and benefits package. To be considered, please visit our Web site at www.us.am.joneslanglasalle.com/UnitedStates/EN-US/Pages/Careers.aspx to apply online.   All resumes MUST BE submitted via our web site.

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