Full-time, 40 Hours/week

Monday - Friday, 8am - 4:30pm 

Onsite

Summary:

The Facilities Office Coordinator meets administrative and secretarial requirements for the Facilities and Safety departments for the Akron, Mahoning Valley and Regional sites.

Responsibilities:

1. Meets administrative and secretarial requirements of the Facilities and Safety management team; including but not limited to:
   1. Answering all phone calls and appropriately directing customers and vendors to the appropriate personnel or process (i.e. entering a service request, redirecting to the correct department, filling out a form, etc.)
   2. Maintaining files, records, contracts and leases.
   3. Creating and maintaining spreadsheets as required for capital, utilities, budget, compliance, etc.
   4. Monitoring and gathering incident reports and updates all associated monthly reporting for various departmental committees as required.
   5. Running monthly journal entry reports for all departmental chargebacks.
   6. Creating and daily updating departmental communications.
2. Provides assistance to the facilities teams in Akron, Mahoning Valley and our Regional sites.
3. Provides backup coordinator coverage for PTO, vacations, lunch, breaks, etc.
4. Assists the management team and facilities staff in obtaining quotes for parts and services and issues purchase orders as required for all operating and capital purchases as well as vendor services.
5. Assist the management team in the updating and processing of both assets and work requests within the computerized maintenance management system.
6. Reviews and matches pricing of goods and services associated vendor billing and codes invoices for approval and payment by the management staff.
7. Responsible for maintaining and updating hospital signage requests as per the current signage standards, including obtaining quotes as necessary.
8. Responsible for organizing, maintaining and processing organization-wide key file system in coordination with the facilities management team.
9. Responsible for starting, processing and maintaining all employee information; including but not limited to: employee startup information, employee file creation, associated IS requests (email, file access, distribution list additions, computer equipment, etc.), initial computer system on-boarding and on-going support, tool orders or transfers, obtaining uniforms, etc.
10. Responsible for maintaining a safe and orderly office environment.
11. Monitors safe and reliable functioning of office equipment and facility.
12. Communicates with internal staff, hospital departments, and outside agencies.
13. Researches billing, service request and customer service issues and problems for all customers and vendors.
14. Works with the Facilities and Safety management team to develop systems/procedures to help the office run more efficiently.
15. Other duties as required.

Other information:

Technical Expertise

Full Time

FTE: 1.000000