Facilities Operations Control Representative (Coral Gables campus)
4 days ago
Miami
The Facilities Operations Control Representative serves as a liaison to faculty, staff, and facility managers to ensure the safety of facility occupants and guarantee the smooth operations of all facility functions and operations. Core job functions include: • Answering phone calls with appropriate greeting, and addressing and resolving issues or transferring to appropriate staff., • Entering, transcribing, recording, storing or maintaining information in written or electronic form., • Monitoring and responding to email requests received through customer service email accounts., • Ensuring that alarm notifications received through electronic monitoring, security or email are accurately reported., • Overseeing work order control and management., • Distributing office supplies and assisting in maintaining uniform inventory., • Generating process and distributing work orders from online requests queue, phone calls, faxes, walk-ins, and emails. Core qualifications include: • Commitment to the University's core values., • Ability to work independently and/or in a collaborative environment., • Skill in data entry with minimal errors., • Answering phone calls from students, faculty and staff and taking appropriate action for each call., • Monitoring incoming work order requests so to generate work orders through the University's work order management system and dispatching Facilities technicians to address requests., • Assisting in the communication of general maintenance, major repairs, and shutdowns in a timely, effective and efficient manner via various forms of communication, written and orally., • Maintaining consistent and effective communication to administration, management, and the field team on day-to-day operations, as well as responding to planned or unplanned issues, utility disruptions, or emergencies., • Monitoring alarm systems, such as energy, fire alarm, and lift stations, and ensuring appropriate action is taken when alarm notifications are received so to mitigate interruptions to University operations and life-safety issues. Responding to urgent matters and involving managers, mechanics, and contractors as needed., • Performing quality assurance review or work orders to ensure accuracy in work order components., • Resolving customer complaints or answering customers' questions regarding Facilities-related matters, including following-up on survey responses., • Serving as a liaison to students, parents, faculty, and staff regarding Facilities-related matters and status of work orders., • Working closely with University-approved contractors to dispatch issues and follow-up on status as needed., • Evaluating and assigning proper Access Control levels to online requests for appropriate routing through approval process., • Notifying on-call leader and mechanics of after-hour emergencies and communicating timelines for incidents, corrective actions, and resolutions., • Generating and sending end of shift reports to inform Facilities team members of activities that transpired throughout the shift., • Supporting the creation of the on-call roster and the notification process. Distributing the on-call roster weekly via email and making changes to roster as needed., • Preparing & distributing holiday schedules for Facilities Operations and coordinating appropriate levels of coverage for business continuity., • Participating in departmental meetings and other University initiatives as requested., • Serving as an integral member of the University's plan for disaster preparation and recovery., • Position is essential personnel. Must be able to perform shift work, to respond to after hour's emergency call-in, and work in environments out of normal duties as needed. Experience: At least (1) year of experience in related fields such as: Administrative, Customer Service, Facilities Operations, etc. Knowledge, Skills and Attitudes: • Knowledge of Microsoft Word, Microsoft Excel, and Microsoft Outlook. Preferred knowledge of work order management system., • Skills in assessing, organizing, prioritizing, and multi-tasking., • Strong written and verbal communication skills., • Ability to work in a team setting., • Be accountable for all aspects of their role and continuously improve., • Demonstrates the willingness to take initiative and take on work tasks independently. With more than 20,000 faculty and staff, the University is committed to excellence and guided by a mission to positively impact the lives of students, patients, and communities locally and globally. We are dedicated to fostering a culture where every individual feels valued and empowered to contribute meaningfully. United by shared values, the University community works together to build an environment defined by purpose, collaboration, and service. The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information. Job Status: Full time Employee Type: Staff