Facilities Services Coordinator

Job Summary

Under the direct supervision of the Director of Facilities Operations, the Facilities Services Coordinator performs all dutiesbut works independently in performing all procurement services,inventory control, work control functions, travel processing, andminor project coordination for University Housing Services. Directsupervision of facilities student assistants to includerecruitment, training, and evaluation. Coordinates setup and breakdown during University Housing Services major events.

• Prepares, processes, and researches purchase requisitionsincluding any discrepancies of orders to be placed or received tothe appropriate University department.
• Verifies, processes, and researches all invoices to bepaid.
• Performs day-to-day administration for Housing’s Total Management Asset (TMA) work order system including, creating and closing work orders, troubleshooting problems or creatingspecialized reports, and maintaining data to meet departmental needs.
• Develops preventive maintenance work orders for UHS Facilitiesstaff in TMA.
• Generates bi-monthly correspondence with residents to completes their room inventory profiles on Star Rez.
• Coordinates distribution of supplies and equipment to residence hall and apartment complexes including trash and recyclingcontainers, chairs and lamp shades.
• Creates and maintains accurate records of departmentalequipment and storage locations.
• Manages the collection, storage, and removal of abandoneditems. Coordinates pickup appointments with students and ensurestheir belongings are properly documented, stored,andreleased.
• Manages records and conducts annual asset audits with University Property.
• Maintains owner manuals, equipment specifications and serviceschedules for all department equipment
• Provides access through the S2 and Dormakaba security accesscards systems.
• Creates, troubleshoots, resolves issues for students orstaff.
• Maintains records of all safety equipment provided to facilities staff for Housing on TMA.
• Reviews, researches, and processes damage billing. Providesrequired documentation for damage charges. Processes work orders needed to replace damaged furnishings.
• Processes work order requests daily. Reviews incoming requests to ensure that all urgent needs are completed in a timely manner.
  
  Collects service requests three to five times daily. Responds to inquiries or complaints about the status of their work order.
  
  Distributes work orders to appropriate members of the facilities team. Research status on outstanding work orders.
• Hires, trains, and supervises student assistant(s)
• Creates and manages any documentation/forms/etc needed by the facilities operations area to complete all work, including thesummer turnover cycle.
• Assist with reconciling all expense accounts against the CSUData Warehouse, CSU Buy, and Concur records and reports. This includes monitoring, reporting, researching, and clarifying/troubleshooting discrepancies.
• Assist with maintaining the expense database which includesrecord keeping of all requisitions, making recommendations to the appropriate UHS or SJSU administrator on adjustments to the expensedatabase in relation to forms, reports, and tables as needed to accurately assist in reconciling University expenses.
• Assists in record keeping of Housing’s hard key quality control system. Prepares necessary paperwork for FD&O Lock Shops forlock and/or key repair/replacement requests. Works with each Residential Life Coordinator throughout the residential portfolio to complete/verify all key audits.

• Thorough knowledge of methods, procedures and practices,English grammar, business writing, punctuation and spelling.
• Ability to compose and appropriately format correspondence and reports.
• Working knowledge of software applications: word processing,spreadsheet (Excel), database management (Access).
• Ability to perform a variety of administrative, technical and analytical duties of limited to moderate complexity under general supervision.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Strong oral communication skills. Must possess excellent customer service and public relations skills.
• Demonstrated ability to work alone as well as with other peoplewhen assigned to do so.
• Ability to work flexible hours and weekends as needed.
• Ability to learn and use People Soft software application,Star Rez, the internal housing database system and TMA, Total Management Asset system.
• Experience to be fully…