Facilities Coordinator

Facilities Coordinator

Job Description

JOB PURPOSE:
Coordinate, guide, and oversee the student room turnover process at the client building between spring closing and summer opening and again between summer closing and fall opening. Conduct thorough inspections and document room conditions for damage assessment and billing, noting any necessary repairs following spring move-out. Ensure that all spaces are properly prepared and ready for summer residents to move in. This includes identifying damage, entering work orders for maintenance issues, and ensuring all areas meet readiness standards.

CORE DUTIES:
Conduct thorough facility and room inspections at the direction of the Housing Building Manager to assess current conditions, safety concerns, missing furniture, and identify damage and maintenance needs.
Serve as on-site main point of contact for vendors, contractors, and client business partners.
Work closely with the custodial team and Housing Building Manager to identify deficiencies, such as cleanliness issues, maintenance concerns, and safety hazards, and make recommendations for corrective actions.
Regularly check in with the custodial team to provide support, monitor progress and address any immediate needs or concerns.
Process non-standard requests, initiate appropriate documentation and notify the Building Manager and/or coordinate with outside agencies as needed.
Accountable for keys and assets provided while employed.
Assist the Housing Building Manager in developing the client building turns schedule and communicate room cleaning timelines to the custodial team, ensuring they are informed of which spaces require cleaning and the deadlines for completion.
Enter corrective work orders to address any maintenance issues identified during inspections.
At the direction of the Housing Building Manager, perform inventory counts, monitor vendor work progress, count fixtures, and verify completed work orders and custodial cleaning.
Generate preliminary billing costs based on damage assessments utilizing provided resource documents, photo documentation, and damage billing forms.
Create and publish reports using appropriate software systems.
Adherence to established R&DE Student Housing Operations safety protocols.
Survey custodial closets and lofting rooms when necessary.
Assist with special facility-related projects as deemed necessary by the Housing Building Manager.
Ability to interface appropriately with client colleagues, students, and outside vendors.
Other duties may also be assigned

Requirements:

Education & Experience:
Preferred: High School Degree and one year of relevant experience or combination of education and experience.

Knowledge, Skills and Abilities:
Demonstrates leadership traits including effective communication, supervisory skills, and the ability to manage workflow.
Demonstrates excellent problem solving and decision-making skills to effectively solve and respond to complicated requests.
Excellent customer service experience and a proven ability to meet job duties.
Ability to work autonomously in a dynamic environment with shifting priorities.
Excellent attention to detail and accuracy.
Ability to learn and apply policies and procedures to correctly provide information to customers.
Ability to work a varying work schedule as necessary to support operational needs.
Strong computer and technology skills and familiarity with various software programs.
Wear correct attire for the job duties and always look presentable.
CA Driver’s License a plus.

PHYSICAL REQUIREMENTS:
Frequently stand/walk (up/down stairs), sit, perform desk-based computer tasks, use a telephone, and grasp lightly/fine manipulation.
Writing by hand, sort/file paperwork.
Rarely kneel/crawl.

WORKING CONDITIONS:
Occasional work on weekends dependent on operational need.
May work extended hours (some work after 5pm).
Working conditions vary from cleaned administrative areas to dusty external storages, or areas that are in the process of being cleaned.

WORK STANDARDS:
Interpersonal Skills: Demonstrates the ability to work well with client colleagues, students, and external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and safe working practices.
Subject to and expected to comply with all applicable client policies and procedures, including but not limited to the personnel policies and other policies.

Notes:
Shift Time - Candidate should be flexible and it will be communicated before the start for June and September.
Candidates will work 4 weeks in June for 40 hours per week and 2 weeks in September (9/6- 9/17). No driving is involved

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.