Reporting to the Manager, Facilities the Facilities Control Centre (FCC) Coordinator will receive and respond to maintenance/custodial requests for Residences, Event Services, and Hospitality Services. The incumbent will evaluate and prioritize requests, schedule and dispatch work orders to Physical Plant Services, outside contractors, Facilities Supervisors, Building Mechanics, and Custodial staff. They will provide administrative support for the Facilities Control Centre and Facilities Services including: monitoring and maintaining the computerized maintenance request order reporting system Archibus, issuing keys to students, Residence staff, Hospitality Services Staff, PPS and outside contractors as required, coordinate damages and student charges. The Coordinator is a critical link in maintaining contact with clients regarding the status of any outstanding work orders.

The incumbent will support efforts to promote multiculturalism, inclusion and equity.

KEY RESPONSIBILITIES:
• Enter work orders, distribute reports and monitor a computer system of approximately 30,000 Maintenance Request Orders (MROs) generated annually by students and staff in residences and Hospitality Services using Archibus database.
• Assist with the allocation of requests and dispatch accordingly to Physical Plant Services, outside contractors, residence building mechanics, supervisors and custodial staff.
• Communicate to a variety of areas by posting notices, arranging key sets and badges for Community Housing, Residence and PPS staff as well as for students and outside contractors.
• Answer inquiries relating to the status of work orders for students, facilities supervisors, Residence Life Coordinators and Hospitality Services. Follow up on any incomplete work orders.
• Perform administrative duties for Facilities Services including preparation of reports, coordination of work and tracking of work history/work in progress.
• Coordinate building damage information to ensure work is completed and that information is communicated to the Conduct Office, Residence Life Coordinators, purchasing clerk and student accounts clerk in order to recover damage costs.
• Participate in the orientation of new seasonal FCC casual staff, including instruction on work orders, damages and key policies and procedures.
• Act as a liaison with several external service providers including contractors, consultants, and waste management and pest control.
• Handle Lock out & Misplaced key forms. Use sound judgement with responses to students, conduct follow up / verification and apply charges where applicable.
• Create user profiles for desk representatives, hospitality services, and custodial services – defining access levels and provide training on submitting work orders to all professional Housing and Ancillary Staff. The FCC is also responsible for setting door schedules around building hours and holidays.
• Respect diversity and promotes equity and inclusion in the workplace.
• Perform other administrative and clerical duties in support of Facilities Services.

SPECIAL SKILLS:
• Exceptional customer service skills with an ability to deal with a wide variety of individuals and to provide clear and accurate information to customers and contacts.
• Ability to pay attention to detail.
• Ability to work independently and as part of a team.
• Ability to operate in a stressful environment.
• Ability to maintain a service-oriented perspective while dealing with constant interruptions both telephone and in person.
• Good interpersonal, organizational and time management skills.
• Ability to remain current and adapt to changing technology.
• Computer skills and some training in accounts and damage collections.

DECISION MAKING:
• Set work priorities to meet competing demands on time.
• Decide on how to deal with new information at hand.
• Determine which requests can be handled on own and when to refer to a Manager.
• Evaluate and prioritize requests and make decisions on determining a course of action.