Office Technician

Position Schedule:

Monday-Friday 9:00AM-5:00PM

Summary:

The Office Tech for the Facilities Department is responsible for managing daily work assignments for maintenance technicians, scheduling, recurring services from outside vendors, and ensuring up to date certification for all mechanical systems. This role involves using Maintenance Connection for work order management and supporting the Office Manager and Director of Facilities in daily operations.

Key Responsibilities

Work Order Management:

• Utilize Maintenance Connection to schedule daily work assignments for maintenance technicians.
• Monitor the progress of work orders and update their status in the system.
• Ensure timely completion and proper documentation of all work orders.

Vendor Coordination:

• Schedule recurring services from outside vendors, such as maintenance and inspections, via email.
• Notify location staff of the scheduled vendor service dates and arrival times.
• Coordinate with vendors to ensure services are completed as planned and address any issues that arise.

Certification Management:

• Maintain up to date certification for all mechanical systems that require quarterly or monthly inspections.
• Track certification expiration dates and schedule necessary inspections to ensure compliance
• Document and store all certification records in an organized manner.

Support Daily Operations:

• Assist the Office Manager and Director of Facilities in the daily operations of the office and department.
• Provide administrative support, such as answering phones, filing, and managing correspondence.
• Prepare reports and documents as needed for departmental meetings and activities.

Communication and Customer Service:

• Communicate effectively with maintenance technicians, vendors, location staff, and other stakeholders.
• Address inquiries and concerns promptly, ensuring a high level of customer satisfaction.
• Maintain clear and professional communication through email and other channels.

Data Management and Reporting:

• Ensure data accuracy and completeness in Maintenance Connection and other management systems.
• Generate reports from Maintenance Connection to track performance metrics, work order completion rates, and other key indicators.
• Assist in preparing reports and presentations for the Office Manager and Director of Facilities.

Safety and Compliance:

• Adhere to all safety protocols and regulations within the facilities department.
• Ensure compliance with local building codes and regulations in all scheduling and certification activities.
• Provide support in organizing safety training and maintaining safety records.

Professional Development:

• Stay updated with industry trends, technologies, and best practices in facilities management and maintenance coordination.
• Participate in relevant training programs and obtain certifications as required.

• High school diploma or equivalent. Associate's degree or relevant certifications in office administration or facilities management preferred.
• Experience:
• Minimum of 5 years of experience in an administrative or coordination role, preferably in a facilities or maintenance department.
• Experience using maintenance management software, particularly Maintenance Connection, is highly preferred.