University of Michigan Health-West
Facilities Operations Coordinator Facilities Management*Days 7A to 4P-40 hrs/wee
University of Michigan Health-West, Wyoming, Michigan, United States, 49519
Facilities Operations Coordinator - Facilities Management * Days (7a-4p) - 40hrs/wk
Shift Details Days (7a-4p), 40hrs/week. FTE status: 1. On-call: No. Weekends: No.
General Purpose of Job The Facilities Operations Coordinator will work in collaboration with the Manager of Maintenance, the Regional Director of Facilities & Maintenance and VP - Operations as well as individuals at all levels within the health system and regionally as needed by the Regional Director of Facilities Management West Market. The Facilities Operations Coordinator will provide ongoing, reliable and professional organizational, process and project coordination for the facilities management department. Core responsibilities include general business operations and administrative coordination, communication with internal and external stakeholders, data gathering/information tracking, purchase routing, budget coordination, event management, contract/transaction monitoring and project management assistance.
Education
Bachelor’s Degree in Business Administration (preferred), Facilities Management, or similar with a minimum of 5-7 years of experience; will also consider Military Occupation Specialty (MOS) in logistics, operations, or related disciplines.
Experience
Minimum of 3 years of business-related experience in purchasing, contract management, business administration, project support, coordinator, assistant or related role.
Skills & Abilities
Desire for meaningful work and real responsibility
Excellent written and verbal communication skills
Relationship management/Interpersonal skills
Creative and critical thinking
Problem solving/analytic aptitude
Professionalism
Service, systems and process improvement mindset
Collaboration, drive and initiative
Discretion and good judgementExcellent computer skills
Ability to learn new software and systems as needed
Minimum typing of 60 WPM
Demonstrates ability to use a keyboard as may be required to perform the essential duties of the job.
Essential Duties
Communicate proactively and effectively with vendors, executives, members of leadership team, external and internal stakeholders.
Coordinate and collaborate with the Department leadership to manage expense reimbursements, payroll, paid time off (PTO) requests, personnel-related documentation, user access requests (UAR’s), timekeeping and on-call schedule for Manager of Maintenance approval.
Prepare Department staff meeting outline and agenda for Department leadership approval. Work closely with Department leadership to plan, develop and prepare Department staff meeting topics and sequencing to continue to move the team forward.
Manage and provide complex and detailed administrative functions and scheduling in support of the department operations and support other departments with Department services as appropriate.
Assist in preparation for, as well as participate in, surveys, inspections, rounding and follow-ups along with ongoing documentation and administrative tasks for CMS, accrediting organization, and other authorities having jurisdiction.
Consistently seek to improve organizational process and systems.
Prepare the Department procurement process, including review for approval by Department leadership, recommendations and requests for supplies, materials, equipment and services and manage the process of requests for proposal, selection of suppliers, vendors and contractors, requisition requests, capital requests, contract review requests, etc. Develop parameters, standards and process and collaborate with Department leadership to effectively manage the acquisition, tracking, and disposition of all supplies, parts, equipment and assets under the responsibility of the Department, and report to the finance department for inclusion to or removal from fixed asset tracking.
Proactively organize and process financial information and other confidential documentation and correspondence.
Assist with the Department property insurance claim process as defined by the Risk Management Department. Evaluate losses for potential recovery, prepare required information, submit claims, manage the flow of information, reconcile expenses, and closeout claims.
Assist Leadership with project status updates and reporting.
Coordinate and educate others on division-wide purchasing process.
Complex coordination of accounts payable/invoicing process.
Review information on purchasing and other business operations aspects of the ERP system.
Review, validate and reconcile service agreements and services rendered.
Proactively streamline, coordinate and monitor maintenance contract review on an ongoing basis.
Implement and educate others on policies, procedures and business operations process improvements.
Utilize internal employee website to coordinate and communicate across teams.
Handle facilities-related invoicing and paperwork.
Provide Daily Safety metric reporting for the system on a weekly basis.
Maintain strict confidentiality with sensitive information related to customers, the company and internal employees.
Perform other duties as assigned. These may include but are not limited to: Maintaining a current knowledge base of department processes, protocols and procedures, pursuing self-directed learning and continuing education opportunities, and participating in committees, task forces, and work groups as determined by management.
Represent the Department on Committees and in other forums to provide information to the committee and/or forum and liaise as needed to support the Department as appropriate.
Assist and work with the Foundation Department on annual Sponsorships opportunities by reaching out to current Facilities Management Department vendors, contractors and onboarding new vendors and contractors.
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Shift Details Days (7a-4p), 40hrs/week. FTE status: 1. On-call: No. Weekends: No.
General Purpose of Job The Facilities Operations Coordinator will work in collaboration with the Manager of Maintenance, the Regional Director of Facilities & Maintenance and VP - Operations as well as individuals at all levels within the health system and regionally as needed by the Regional Director of Facilities Management West Market. The Facilities Operations Coordinator will provide ongoing, reliable and professional organizational, process and project coordination for the facilities management department. Core responsibilities include general business operations and administrative coordination, communication with internal and external stakeholders, data gathering/information tracking, purchase routing, budget coordination, event management, contract/transaction monitoring and project management assistance.
Education
Bachelor’s Degree in Business Administration (preferred), Facilities Management, or similar with a minimum of 5-7 years of experience; will also consider Military Occupation Specialty (MOS) in logistics, operations, or related disciplines.
Experience
Minimum of 3 years of business-related experience in purchasing, contract management, business administration, project support, coordinator, assistant or related role.
Skills & Abilities
Desire for meaningful work and real responsibility
Excellent written and verbal communication skills
Relationship management/Interpersonal skills
Creative and critical thinking
Problem solving/analytic aptitude
Professionalism
Service, systems and process improvement mindset
Collaboration, drive and initiative
Discretion and good judgementExcellent computer skills
Ability to learn new software and systems as needed
Minimum typing of 60 WPM
Demonstrates ability to use a keyboard as may be required to perform the essential duties of the job.
Essential Duties
Communicate proactively and effectively with vendors, executives, members of leadership team, external and internal stakeholders.
Coordinate and collaborate with the Department leadership to manage expense reimbursements, payroll, paid time off (PTO) requests, personnel-related documentation, user access requests (UAR’s), timekeeping and on-call schedule for Manager of Maintenance approval.
Prepare Department staff meeting outline and agenda for Department leadership approval. Work closely with Department leadership to plan, develop and prepare Department staff meeting topics and sequencing to continue to move the team forward.
Manage and provide complex and detailed administrative functions and scheduling in support of the department operations and support other departments with Department services as appropriate.
Assist in preparation for, as well as participate in, surveys, inspections, rounding and follow-ups along with ongoing documentation and administrative tasks for CMS, accrediting organization, and other authorities having jurisdiction.
Consistently seek to improve organizational process and systems.
Prepare the Department procurement process, including review for approval by Department leadership, recommendations and requests for supplies, materials, equipment and services and manage the process of requests for proposal, selection of suppliers, vendors and contractors, requisition requests, capital requests, contract review requests, etc. Develop parameters, standards and process and collaborate with Department leadership to effectively manage the acquisition, tracking, and disposition of all supplies, parts, equipment and assets under the responsibility of the Department, and report to the finance department for inclusion to or removal from fixed asset tracking.
Proactively organize and process financial information and other confidential documentation and correspondence.
Assist with the Department property insurance claim process as defined by the Risk Management Department. Evaluate losses for potential recovery, prepare required information, submit claims, manage the flow of information, reconcile expenses, and closeout claims.
Assist Leadership with project status updates and reporting.
Coordinate and educate others on division-wide purchasing process.
Complex coordination of accounts payable/invoicing process.
Review information on purchasing and other business operations aspects of the ERP system.
Review, validate and reconcile service agreements and services rendered.
Proactively streamline, coordinate and monitor maintenance contract review on an ongoing basis.
Implement and educate others on policies, procedures and business operations process improvements.
Utilize internal employee website to coordinate and communicate across teams.
Handle facilities-related invoicing and paperwork.
Provide Daily Safety metric reporting for the system on a weekly basis.
Maintain strict confidentiality with sensitive information related to customers, the company and internal employees.
Perform other duties as assigned. These may include but are not limited to: Maintaining a current knowledge base of department processes, protocols and procedures, pursuing self-directed learning and continuing education opportunities, and participating in committees, task forces, and work groups as determined by management.
Represent the Department on Committees and in other forums to provide information to the committee and/or forum and liaise as needed to support the Department as appropriate.
Assist and work with the Foundation Department on annual Sponsorships opportunities by reaching out to current Facilities Management Department vendors, contractors and onboarding new vendors and contractors.
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