Viera, FL
Seeking a Facilities Service Coordinator(Temp: 6 months-)
Viera, FL
M-F 8am-5pm
$18.52/hr
***Must be able to pass a background check/MVR and drug screen!!!***
Job Summary:
This position involves coordinating and expediting facility maintenance and construction services, handling service requests, managing financial documentation, and ensuring timely and effective work order processing. The role requires strong administrative skills, experience in facilities or construction management, and the ability to prioritize and manage multiple tasks.
Key Responsibilities:
- Receive, log, prioritize, and coordinate service requests
- Process purchase orders and expedite approvals
- Monitor budgets and expenditures
- Handle customer inquiries and complaints
- Determine billing eligibility and manage invoicing
- Compile data and prepare reports and metrics
- Perform general clerical duties and maintain records
Qualifications:
- 4 years of relevant administrative experience, including 1 year in facilities or construction management
- Equivalent education or experience may be substituted
- Must be available for emergency duties during disasters
Skills & Knowledge:
- Bookkeeping, recordkeeping, and office procedures
- Proficient in Microsoft Office and SAP
- Understanding of construction/facility maintenance methods
- Strong communication, organization, and decision-making skills
- Ability to work independently and with a team
Work Environment:
- Primarily a sedentary, office-based role
CHARACTERISTICS OF THE CLASS: Under general supervision, performs experienced technical work coordinating and expediting facility maintenance and construction services and the preparation, review, and verification of billing and other financial records.
EXAMPLES OF DUTIES: (Note: The listed duties are illustrative only and are not intended to describe each and every function which may be performed in the job class. The omission of specific statements does not preclude management from assigning specific duties not listed herein if such duties are a logical assignment to the position.)
Receives and logs verbal, written, and electronic requests for service. Reviews service requests and prioritizes based on urgency, complexity, and scope and coordinates work with area supervisor or contracted vendor as necessary.
Initiates required paperwork and expedites it through the approval process in order to quickly respond to those requests that are considered emergencies. Receives purchase orders, verbally and in writing, from workers assigned to the job and expedites the purchase orders through the approval process.
Monitors daily expenditures for availability of funds for established purchase orders. Responds to questions relating to work order and service request status; follows up with customers following service; and responds to inquiries and complaints related to service performed.
Reviews work orders and service requests in order to determine if a requested service is routine or nonroutine and if it is billable to the requesting authority.
Conducts research and compiles figures for special reports and projects and performs routine clerical duties, including typing correspondence, completing forms and other paperwork, and maintaining written and electronic records and spreadsheets.
Responsible for compiling and reporting metrics for all service and work order-related activities. May be responsible for calculating and posting billing amounts, credits, and reimbursements; preparing billing; reviewing, analyzing, and verifying invoices, bills, and vouchers; and assisting in creating and maintaining a filing system for invoices, bills, and other work order and service request documents.
Performs related work as required.
EDUCATION AND EXPERIENCE: Four (4) years of progressively responsible administrative and/or office experience, including one (1) year in a facilities maintenance or construction management environment, or a closely related field.
Additional qualifying education and/or experience which provides the necessary knowledge, skills, and abilities may be substituted one for the other on a year for year basis.
SPECIAL REQUIREMENTS: In the event of a hurricane, major storm, natural or man-made disaster that may threaten the area, the employee will be required to perform emergency duties as directed.
KNOWLEDGE, SKILLS, AND ABILITIES: (Note: The knowledge, skills, and abilities identified in this class specification represent those needed to perform the duties of this class. Additional knowledge, skills, and abilities may be applicable for individual positions.)
Thorough knowledge of basic bookkeeping and recordkeeping practices.
Thorough knowledge of office procedures and equipment.
Thorough knowledge in the use of personal computers, including Microsoft Outlook, Word, Excel, PowerPoint, or other similar software.
Good knowledge in the use of SAP and the modules associated with work order and service request processing, billing, and other tasks.
Good knowledge of materials, methods, practices, terminology, and equipment used in facilities maintenance or construction management.
Ability to utilize, interpret, and explain County purchasing policies and procedures.
Ability to conduct research and analyze data, requirements, and specifications.
Ability to multi-task and organize and prioritize work. Ability to use independent judgment in decision making.
Ability to communicate effectively, both verbally and in writing.
Ability to establish and maintain effective working relationships with co-workers, managers, employees from other departments, vendors and contractors, and members of the general public.
Ability to work independently and as part of a team.
Ability to coordinate the work of others.
PHYSICAL REQUIREMENTS: This is mainly sedentary work.