Order Coordinator

Position: Work Order Coordinator
SUMMARY:

The Property Management Work Order Coordinator reports to the Manager Facilities Planning and Operations. Assists with the documentation and coordination of building maintenance and repairs. Serves as initial contact for all building management and other tenants located at Brown University Health entities; for tenant comments and complaints; communicates and works with others to resolve building issues. Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another.

In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include:
Instill Trust and Value Differences Patient and Community Focus and Collaborate RESPONSIBILITIES:
Utilizes computer systems to enter, maintain and update data as well as create databases on department activity, e.g. purchase orders, Outreach work orders, HVAC preventative maintenance schedules and work orders. Creates and submits work orders for HVAC PM work and Life Safety monthly and annual inspections/testing. Designs, develops and produces a variety of routine, statistical and informational reports relative to property management, e.g. work order completeness and materials pending, past due, offsite building rounds report summary for management, preventative maintenance.

Provides assistance and direction to tenants on utilizing the computerized Work Order Management System. Responds to telephone inquiries from external tenants concerning work order status, requests for information or services from outside agencies and contractors. Receives phone calls for emergent issues, records all pertinent information and forwards to appropriate department employee. Receives tenant issues/complaints/concerns resolving within scope of authority escalating issues to appropriate staff member.

Communicates with management to provide solutions and opportunities to resolve customer/tenants complaints. Follows up with departments/tenants to ensure that the issue has been resolved.

Works with manager to assess start up needs of any new off site location and orders necessary supplies. Schedules meetings with new tenants to review Property Management procedures and housekeeping and supply needs. Oversees supply layout. Utilizes department processes to place orders and receive quotes for parts and equipment for replacement. Maintains database to monitor purchases verify the correct delivery of ordered items and arranges for the return of damaged or broken items.

Monitors status of requisitions, quotes and purchase orders to ensure accuracy and completion. Posts purchase order/quotes costs in appropriate accounting database.

Updates work orders by closing completed work orders. Maintains key lockers.

Maintains and updates emergency contact database for off site locations.

Places janitorial supplies orders receives shipments and tracks distribution for all outreach sites. Follows up with vendors regarding outstanding orders and backordered supplies and to resolve order and product disputes.

Acts as back up for the Maintenance Coordinator during their absence.

Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

BASIC KNOWLEDGE:

Associate's Degree in accounting or business preferred or equivalent relevant experience.

EXPERIENCE:

Minimum of 2 to 3 years of experience in relational database development and reporting.

Interpersonal skills to effectively interface and build relationships with hospital personnel, external vendors and hospital employees.

Detailed working knowledge of computer systems. Knowledge of database, spreadsheet, word processing and graphical computer software systems. Proficient typing skills to efficiently input data, edit computer systems and prepare a variety of documents and reports.

Organizational skills to prioritize work, gather, assemble and maintain data from a variety of sources.

Work is performed in a typical office setting. Visual acuity to work with computer reports and computer terminal.

Pay Range:

$20.96-$34.61

EEO Statement:

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

Location:

Corporate Headquarters - 15 LaSalle Square Providence, Rhode Island 02903

Work Type:

7:30am-4:00pm

Work Shift:

Day

Daily

Hours:

8 hours

Driving

Required:

No