Maintenance Coordinator

Job Purpose

Now Hiring a Maintenance Coordinator that will be responsible for monitoring all tickets in software system and serve as help desk for phone calls and determining the appropriate action. They will coordinate with Regional Facilities Manager’s and the IFM team at multiple sites for NAM. Will maintain ongoing communication with all maintenance personnel. The dispatcher will be responsible for uploading inspection records and maintaining logs for all maintenance equipment.

Job Description

• Serve as help desk for urgent requests
• Assist Maintenance team with paperwork and service calls
• Dispatch technicians, as needed
• Speaking with supervisors or onsite personnel to resolve problems, and maintenance requests for services and/or equipment.
• Preparing daily, “approved” work schedules to IFM team and various other direct TFMC suppliers and maintenance personnel.
• Maintains Archibus work orders for approx. 23 site locations ensuring we get daily updates and CF notes on each and every ticket.
• Organizing work requests, customer requests, completed work requests, billing charges for work performed, expenses for services performed, inventory records and other information in Archibus.
• Schedules all Archibus tickets and adds the appropriate Crafts Person, Supplier, or IFM and schedules “estimated hours” to each ticket request.
• Segregates work orders according to scope and assigns work to IFM, and TFMC Staff with estimated hours and ensures each ticket has actual hours attached on each ticket with cost prior to completion.
• Calls for quotes, with follow up and uploads quotes and estimated time and cost to Archibus.
• Ensures all IFM managed tickets are up to date, with notes, time and cost with documentation in Archibus

Additional Duties

• Calls and schedules work with suppliers, updating Archibus with date, time, and estimated time of completion.
• Manages Archibus PM entries, additions and subtractions with regular bi annual PM reviews for each site.
• Manages LSO expirations in Archibus for all facility suppliers ensuring funds do not run out.
• Manages additions, subtractions and moves of any new or existing equipment such as cranes, forklifts, power washers, parts washers, and any other material handling equipment.
• Creates PM schedules, adds serial numbers, make, model, and warranty information in Archibus. (Some travel required)
• Enters all material handling or process equipment lease information in Archibus for each item, noting monthly cost, lease return dates and other supplier information for a smooth lease end pickup, inspections and replacement deliveries.
• Maintains all Goods Receipts in SAP for all work order PO’s and LSO’s verifying cost and accountability is correct and all services were received according to quote.
• Uploads final invoice documents for each request in Archibus and updates total cost and time worked for each and every ticket.
• Maintains 10 day ticket completion times and forecasting for upcoming PM work and maintenance schedules, depicting workload for the months ahead.
• Becomes Archibus SME, and occasionally travels with Facility Mgmt. to install Archibus at various location where we don’t have a system in place.
• Works hand in hand with Facilities Finance to streamline billing and cost allocations across the business.
• Becomes liaison between Facility Operations and Field Op’s providing 1st line Archibus tech support for each site.

You are meant for this job if:

• High School diploma or equivalent.
• 3 years minimum relevant experience
• Requires a high degree of independent activity along with the ability to research and comprehend data.
• Ability to perform and prioritize within a detailed-structured, time sensitive environment is essential.
• Must be a self-starter with excellent interpersonal and oral and written communication skills with a talent for customer service.
• Must be efficient, with strong attention to detail and strong follow up skills.
• Ability to prioritize tasks and exercise sound judgment; demonstrated critical thinking and problem-solving skills

Leadership Competencies