Administrative Coordinator, FM Help Desk

Reporting to the Client Services Supervisor, the Administrative Coordinator, Help Desk is responsible for overseeing Facilities Management’s (FM) front desk coverage and student team, receiving client requests for service, providing follow up on requests, and providing general administrative support for the FM department as directed by the Client Services Supervisor. The Administrative Coordinator supports FM’s involvement in on campus events and assists with notifications and communications as needed. This role is instrumental in maintaining high standards of customer service, communication skills, and operational efficiency.

Position Specific Accountabilities

1. Help Desk Support:

· Manages the daily operation of the Helpdesk including emerging maintenance trends, student staffing, and timely response to campus inquiries for service & maintenance.

· Manages the student hiring and training process within the Quality Assurance Office to ensure the successful operation of the Facilities Management team. Leads other student teams as needed, such as Building Inspectors, etc.

· Familiarize and support with FM-related software; Provide clerical assistance in the maintenance of FM documents including departmental policies and procedures.

· Provide assistance to the support of staff on the use of both desktop and mobile applications of the CMMS

· Perform and analyze routine reporting for work order data, warehouse material, and other critical information for departmental needs.

· Lead weekly event meetings with department as needed

· Provide support for Facilities Management during large scale events

2. Departmental Responsibilities:

· Assist with communication & notification efforts between FM Department and campus community

· Assist with on campus event support as needed

· Assists with vetting and providing vendors access to cell sites on campus (rooftops/ electrical rooms)

· Meet with clients, schedule meetings, perform walkthroughs for maintenance related requests

· Manage a guide for Help Desk needs

· Schedule maintenance related walkthroughs between supervisors/technicians and campus community as necessary.

· Manages data and logs for phone calls, rain events, opening/closing walkthroughs, etc.

· Assists with scheduling work orders to specific times with supervisors/technicians

· Send out Weekend and Holiday Coverage to supervisors and DPS

· Assists with work order Priority management. Perform work orders follow-ups for potential high priority issues.

· Assist with management of VIP Cart, Loaner Fleet vehicle reservations

o coordinate routine maintenance for loaner fleet with fleet services team

· Perform other duties as assigned or requested.

3. Event Support Responsibilities:

· Assist with daily event support for on campus events

· Ensures management receives weekly and daily event reports

· Assist as liaison between clients & FM operations to ensure specific requests for event support are met

· Represents back-up for FM in event planning meetings and event related walkthroughs including but not limited to student organizations, University Events, film shoots

· Send out estimates and invoices as needed

· Administrator for Scheduling software (Mazevo) including approving event resources, student film permits. Access to check class and event schedules for technicians and supervisors/ booking out rooms and spaces for maintenance blocks.

o Serve as an approver of SFTV film permits, daily event resource requests, and maintains FM maintenance reservations

· Assists with guides and records for FM related event support

· Provide support and coordination efforts to large scale events including: LMU Commencement, Los Angeles Rams Training Camp, Wine Classic, Alumni BBQ, Family Weekend, and other key university programming.

· Assist with event meetings with FM units as needed

· May represent Facilities Management in Emergency Operations Center/ DOC during large scale events

Loyola Marymount University Expectations

Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requisite Qualifications:

· Typically a High School diploma, or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy chan