Facilities Coordination Lead

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Responsible for day-to-day activities including managing the workflow for the facilities management team using maintenance software. Maintains the asset management system and coordinates preventative maintenance activities. Ensures that a high level of customer satisfaction is met according to established operating guidelines and routines in an efficient cost-effective manner. Located in Minneapolis and supports Coloplast facilities across the US and Canada.

 

Major Areas of Accountability

• Maintains facilities equipment asset data in the computerized maintenance management system and is responsible for the accuracy of the database, including inventory, equipment details, and schedules. Administers the preventative maintenance tracking and documentation.
• Project manages building assets for multiple sites. Actively works towards standardization between sites, including facilities processes and preventative maintenance activities. Develops processes and standards to onboard and apply across multiple sites.

• Manages work order process from beginning to end. Coordinates with customers, facilities staff and suppliers/contractors to identify details, obtain proposals, and schedule work. Assigns work orders to internal staff. Keeps all parties informed of status. Actively pursues timely closure of open work tasks with contractors and facilities staff. Ensures work records are continuously updated with new and relevant information.
• Works autonomously to identify resources and materials required to execute work for various sites. Verifies the availability of those resources prior to scheduling or arranges for appropriate alternatives. Acts as a contact/liaison between maintenance staff and requesting parties for the planning and scheduling of work.
• Manages reports and metrics on equipment repair history and cost, in progress work, and other metrics. Reviews open and upcoming work with team regularly. Updates work records with new information, details, and status.
• Explores maintenance system capabilities and recommends usage to apply towards continuous improvement of the asset management and work order system.
• Tracks costs and invoice accuracy.  Follows up with suppliers/contractors as appropriate. Matches spend to work tasks and updates records in system.

• Manages audited documentation specific to site operations, including janitorial, pest control, and security. Ensures compliance with processes and training. Partners with janitorial and security supervisors to assist with training and ensure records are current. 
• Assists with tracking and conducting reviews of contracted service providers ensuring performance to agreed-upon expectations. Tracks facilities service agreements and recommends scope changes and improvements.
• Develops and maintains excellent working relationships with facilities team, suppliers, and customers. Partners regularly with security, janitorial, and café operations teams to communicate updates and delegate tasks.
• Provides safety orientation for service providers/contractors and ensures compliance with safety procedures. Partners with EHS on requirements for contractor safety.
• Assesses facility conditions daily. Notes needed improvements and initiates work orders for self and others.
• Assists team to ensure functions such as mailroom operations, conference room set ups, and reception desk are covered.
• Manages building access, identification badges and keys. Assists with setting up new hires with access badge, nameplates, and vehicle registration.
• Other duties as assigned.

 

Basic Qualifications

• Two-year post-secondary degree or college degree
• Three years’ experience in facilities scheduling and planning activities
• Five years’ experience in operations and maintenance, ideally in a facility management role
• Proficient in Micros