Facilities Management Support Assoc

Job Title Facilities Work Management Support Assoc

Requisition Number

Requisition Number RE56088

Working Title

Department Name

Department Name 3CP00:

Campus Physical Plant

Work Location

Work Location Lexington, KY

Grade Level 41

Salary Range

Salary Range $/hour

Type of Position

Type of Position Staff

Position Time Status

Position Time Status Full-Time

Required Education

AA

for more information about equivalencies:

Required License/Registration/Certification

N/A

Physical Requirements

Sitting at computer workstation for extended periods;
Repetitive motion.

Shift

8:00am – 5:00pm (Monday – Friday)[

Note:

Hours of work may vary dependent upon situational factors. Hours of operation for the Facilities Work Management Control Center may expand requiring varying shift schedules for staff.]

Reporting to the Facilities Work Management Administrator, this position serves as the single point of contact for all types of Facilities Management Service Requests — receiving intake from clients and customers;
Pre-processes service requests as they arrive through SAP Work-Order Portal, email, Fax, manual entry, or direct client input;
Addresses emergency or crisis management events promptly and effectively;
Processes requests (notifications) according to urgency and service level agreements to ensure maximum utilization of billable resources and ensure prompt response to service requests;
Identifies work order requests for Building Operations;
Elevators;
Equipment;
Estimates;
Events;
Greek Organizations;
Insurance, Board Meetings;
Unfunded Deferred Maintenance ( UDM );
Utilities;
Call Before You Dig – 811; etc.;
Determines and secures review authorizations and approvals as needed;
Identifies and determines funding allocation charges, including setting up accounts;
Identifies code and regulatory compliance requirements;
Generates Work Order(s) for ‘new’ problem(s); or Notification(s) for ‘on-going’ problem(s);
Processes hundreds of portal requests daily, resulting in the creation of hundreds of work orders up to $700k;
Generates hundreds of notifications / attachments daily.

Ensures appropriate work order distribution;
Collaborates with Delta Room regarding building systems’ on/off requirements;
Collaborates with Key Shop on inquires and requests;
Collaborates with Medical Center Physical Plant – Call Center regarding UK Health Care / Medical Center inquires and requests;
Updates Elevator Work Orders daily; and Closes Preventive Maintenance;
Pest Control Work Orders daily.

In addition, the Facilities Work Management Support Associate Communicates with clients as required:
Keeping them informed of progress and/or notifying them of impending changes or agreed outages;
Documents all calls and actions in automated systems in a complete, accurate, and timely manner;
Contacts appropriate responsible parties;
Transfers calls to appropriate departments for problem resolution;
Notifies management of irregularities and critical issues;
Adheres to University and department policies and procedures;
Creates and generates reports daily, as assigned, including work orders open/closed; accounts/cost centers; plant funds; vehicle accidents; elevators; building standing orders; service contract buildings;
Delta Log work orders; estimates; etc.;
Completes daily shift reports in a complete, accurate, and timely manner;
Performs studies and cost analyses as directed;
Creates reports for various administrative needs;
Maintains Building List;
Chart of Accounts;
Clearing Accounts;
Housing Accounts;
Elevators, etc.; and Ensures compliance with University Records Retention.

Internal Employee Being Considered

• MS Windows/Office; SAP ;
  Automated Work Management Systems; KRONOS
• Driver’s…