Administrative Coordinator - Facilities

Facilities department point-of-contact responsible for coordinating routine facility maintenance, security and fire alarm systems, facility construction projects, regulatory compliance, and scheduled/unscheduled preventative maintenance of facilities and equipment. Performs administrative functions for the facility operations team and assists management in achieving departmental objectives.

Responsibilities

• Oversees all information in the SDS database, entering and updating data for approved chemical compounds and approving data entry by authorized personnel.
• Serves as the point-of-contact for scheduled and unscheduled preventative maintenance, coordinating with team members, contractors, and vendors.
• Schedules and tracks work performed, including inspections of suppression systems, backflow systems, fire alarms, security systems, cranes, hoists, elevators, etc.
• Receives, logs, dispatches, and follows up on maintenance calls and work performed.
• Oversees training and utilization of preventative maintenance software.
• Assists with scheduling maintenance and repairs for Duncan properties.
• Performs administrative functions: answering phones, managing emails, typing, and responding to inquiries or routing them to the appropriate team member.
• Tracks utility usage, evaluates inconsistencies, authorizes payments, and codes bills for Accounting.
• Opens departmental work orders as needed and attends meetings as a department representative.
• Monitors building leases, notifying personnel of expirations and increases.
• Receives and assesses reports of malfunctioning equipment, coordinating repairs with team members or contractors.
• Handles equipment recalls and communicates downtime to relevant departments.
• Responds to fire and security alarms, assessing the situation and notifying appropriate personnel or vendors.
• Serves as the point-of-contact for preventative and general maintenance of fire and security systems.
• Oversees AMAG (security system), camera systems, badging (LAA & company), and the company key system.
• Coordinates with Lincoln Airport Security.
• Performs other duties as assigned by management.

Requirements

• High school graduate or equivalent required; business courses at a college level preferred.
• One year of previous office experience required.
• Experience in facility/vehicle maintenance, environmental safety, workplace safety regulations, or related fields preferred.
• Proficiency with Microsoft Office (Word, Excel) and data entry software.

Job-Specific Requirements

• Valid Driver’s License with an acceptable driving record.
• Regular attendance required; on-call for facility emergencies.
• Ability to read small print, hear mechanical deficiencies, and perform repetitive motions.
• Tolerates standing, walking, bending, kneeling, stooping, crouching, crawling, climbing, and sitting.
• Ability to work in noisy environments.

Benefits

• Relocation Assistance available for qualifying candidates.
• Comprehensive benefits package (Medical, Dental, Vision, Vacation/Holiday) available from day one.
• Health Savings Account with employer and employee contributions.
• 401(k) program with 50% match on the first 6% contributed (eligibility begins within first 45 days).
• On-site Fitness & Health Clinics at MRO locations.
• In-house training opportunities and Tuition Assistance for further education.