Workflow Coordinator

 

The Workflow Coordinator organizes and directs the day-to-day operations and provide administrative support to the site team. This position is responsible for daily facilities services work management and other administrative functions.

Responsibilities

• Fully manage the CMMS work order system dashboard and assist in the backend administration of the software. Generate corrective and preventative work requests, edit space inventories, escalation notice parameters, add/ edit equipment inventory and utilize process tools to better understand the workflow, identify trends and make suggestions for improvement.
• Develop daily dispatch and efficient work planning methods for the facilities services team. Coordinate with assigned employees as well as responsible managers to ensure work requests are handled in accordance with service level performance metrics.
• Prioritize work orders in a timely manner for multiple maintenance groups.
• Avoid poor survey responses, monitor and report on root causes of work order escalations that did not meet the completion time constraints or quality standards. Report repeat service calls and duplicate issues to senior management.
• Maintain emergency contact lists, employee contact information and on-call emergency rotation schedule.
• Takes ownership of incoming calls on the main phone line during business hours. Receives and dispatches service request calls, enters those as work orders, and communicates out the daily employee absentee callouts received.
• Coordinates with site teams and corporate IT services on issues related to the senior management IT needs and for all technician’s cell phones used in the delivery of digital work orders.
• Code and process facilities department invoices. Aid in managing vendors and suppliers. Responsible for administration of uniform cleaning program to include addressing adds, deletions and changes to the uniform rental program.
• Facilitate communication on work orders between requestor, technicians and management and work toward resolve scheduling issues or other complications.
• Monitor unassigned work to ensure assignments are delegated in a timely manner as well as monitor on hold work to ensure qualifying reasons to use on hold are applied to these items.
• Generate various standardized weekly reporting such as open and closed work order status, source of work intake, dissatisfaction surveys and root causes, as well as other types of standardized work completion reports.
• Draft updates and notices for employees- either physical posting or digital on a common display screen.
• Maintain operational files, project files and distribution email lists.
• Assist with quality inspections and work order follow-up.
• Support work management training and continuous improvement.
• Provide administrative support to Facilities Managers with pending projects and tracking status.
• Other duties as assigned.
• This is not a supervisory position.

 

Qualifications

 

• Superb customer service skills and exceptional ability to build relationships.
• Excellent interpersonal skills
• Effective verbal and written communication skills
• Ability to be proactive, work with limited supervision and make independent decisions
• Experience with diffusing situations and applying diplomacy.
• Desire to be part of a high-performance team in a quick paced environment.
• Associates degree, high school diploma or general education degree (GED) required.
• Minimum of two years related experience in facilities operation and maintenance.
• Intermediate computer skills including Microsoft Office Suite. Proficient Excel skills required. Experience in formatting and manipulating templates and formulas.
• Ability to write routine reports and correspondence.
• Ability to respond to common inquiries or issues from clients, co-workers, and/or supervisor.
• Ability to effectively present information to internal departments.
• May be required to work additional hours on occasion as dictated by the workload and staffing limitations.

 

About UG2:

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