Facilities Coordinator II

Job Description:

Facilities Coordinator II

Description

Job Title
Facilities Coordinator II

Agency
Texas A&M Engineering Extension Service

Department
09250000 Emergency Services Training Institute

Proposed Minimum Salary
$5,046.98 monthly

Job Location
College Station, Texas

Job Type
Staff

Job Description

The Facilities Coordinator II, under general supervision, oversees and is responsible for the daily administrative activities, and serves as an information source for daily administrative or project activities in support of Facilities Maintenance and Construction. Supervises, trains, advises other administrative support personnel, prepares and monitors personnel documentation, and provides administrative support/training on specialized activities. Serves as an information resource while assuring administrative functions adhere to agency related policies and procedures. Represents Division or Agency on process improvement committees to ensure interests are represented. Participates in planning and execution of Agency initiatives. Resolves complex customer problems and complaints. Adds, verifies, retrieves, and changes customer information and conducts periodic audits for accuracy. Compiles data to prepare correspondence, forms, reports, or other documents. Trains others on use of internal systems. Researches and gathers data for special reports, completes special projects, and performs related duties as required. May hire, train, and supervise student workers and support staff.

This position reports to the Director of Facilities Maintenance & Construction.

Required Qualifications:

• Bachelor’s degree from an accredited college or university, or equivalent combination of education and experience. (Equivalency allows for Associates degree with four years of experience, or High School Diploma/GED with six years of experience).
  
• Two years of related experience in facilities, building maintenance, or facilities construction scheduling and inventory.
  

Required Licenses/Certifications:

• Must have a valid motor vehicle operator’s license or ability to obtain within 30 days of employment.
  

Preferred Qualifications:

• Master’s degree from an accredited college or university.
  
• Knowledge of facilities and construction administrative practices and procedures.
  
• Six years of related experience in customer relations or providing advanced general office/clerical and administrative support to technical and training staff at various levels.
  
• Five years HVAC experience including building controls and/or building automation.
  

Physical Requirements:

• Ability to sit/stand for extended periods of time in an office environment.
  
• Ability to lift and/or move light, moderate, and heavy course materials, administrative and office supplies with assistance.
  

Knowledge, Skills, and Abilities:

• Demonstrated safety awareness and safe working habits/practices.
  
• Extensive knowledge of word processing, spreadsheet, and data entry applications, standard office equipment, and computer using Microsoft Office 365 suite and CMMS programs.
  
• In-depth knowledge and understanding of various data entry programs used by TEEX and/or Texas A&M systems.
  
• Ability to organize work effectively and prioritize objectives with a high level of discretion and independent judgment and initiative.
  
• Ability to analyze administrative requirements for projects and initiatives and provide complex technical information regarding administrative procedures, services, or programs.
  
• Knowledge of applicable state and/or federal regulatory reporting systems (i.e., OSHA, Texas Commission on Environmental Quality (TCEQ), TXDOT, Federal Motor Carrier Safety Administration, Department of Public Safety (DPS), Department of Homeland Security (DHS), FEMA, Pipeline Hazardous Materials Safety Administration (PHMSA).
  
• Highly advanced knowledge of office practices and administrative procedures.
  
• Ability to plan, assign, and/or supervise the work of others.
  
• Ability to work independently and use discretion in making decisions in accordance with the TEEX SAPs and/or any other rules as determined by Agency compliance.
  
• Ability to multitask and work cooperatively with others.
  
• Strong communication skills, analytical, interpersonal, and organizational skills.
  
• Ability to interact respectfully and professionally with customers and others (students, vendors, staff, etc.).
  
• Ability to work productively in teams or independently as needed.
  
• Ability to work with sensitive information and maintain confidentiality.
  
• Ability to work in a demanding and fast-paced environment.
  
• Ability to attend professional development opportunities and seek personal growth.
  
• Strong attention to detail and accuracy in processing.
  
• Ability to answer Microsoft Teams telephone system, screen calls and route to additional staff as needed.
  
• Ability to actively demonstrate the TEEX Values - Safety, Teamwork, Adaptability, Respect, and Stewardship.
  

Equipment:

• Standard office equipment: computer, keyboard, multifunctional printer, telephone.
  
• Training equipment.
  

Notifications:

• This position is security sensitive.
  
• This position may require work beyond normal office hours and/or work on weekends.
  
• This position requires compliance with state and federal laws/codes and Texas A&M University System/TEEX regulations and procedures.
  
• All tasks and job responsibilities must be performed safely without injury to self or others in compliance with System and Agency safety requirements.
  
• As part of TEEX’s mission of providing training, developing practical solutions, and saving lives; this position could be required, if called upon, to deploy within the State of Texas as directed by this position’s Division Director/HQ Department Head.
  
• Ability to travel independently to other and/or remote locations by driving a personal or TEEX vehicle and/or flying on commercial airlines.
  
• This position may direct or evaluate the work of others.
  

Essential Duties, Tasks and Percentages:

Program Support - 75%

• Provides scheduling support, to include management of daily calendars for scheduling of center-wide or project meetings and conference calls with internal and external persons.
  
• Maintains security and confidentiality of TEEX information.
  
• Manages work orders system to include assigning work, monitoring for task completion, and verifying proper documentation is entered into the system.
  

• Completes physical plant work orders for various needs.
  
• Tracks and provides project expense information on specialized projects upon request.
  
• Assists with the coordination of work performed by physical plant/outside contractors as needed.
  

Administration - 15%

• Assists with quarterly and annual physical inventories, workplace chemical inventories, and SDS logs as required.
  
• Schedules meetings and books meeting rooms.
  
• Reviews and edits company documents and customer reports when needed.
  
• Leads, guides, and interacts with the administrative staff to perform their daily functions efficiently.
  

Procurement - 5%

• Research supplies and provides cost estimates as required.
  
• Orders supplies and materials in accordance with TAMU/TEEX/ESTI regulations.
  
• Completes all required purchasing documentation, including drafting and review of purchase requisitions.
  
• Assists as needed picking up supplies, materials, and equipment from local vendors.
  
• Verifies monthly and annual financial reports, ensures all financial reports are accurate and maintained.
  
• Research billing issues identified by business office.
  
• Assists and prepares program for the Quarterly Financial Review.
  

Key Control - 5%

• Issues keys as secondary key custodian.
  
• Maintains key control logs and database.
  
• Maintains building key matrix.
  
• Orders replacement and additional keys and locks as required.
  
• Maintains safe keys, combinations, lock bags keys, and records.
  

Other Duties:

• Performs other duties as assigned.
  

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.