Facilities Maintenance Dispatch/Scheduler

About the role

An outgoing, collaborative team player who enjoys helping others and building strong, trusting relationships. Detail-oriented and energized by bringing organization and structure to a busy Facilities Program by prioritizing, scheduling, and tracking work. Enjoys using technology and software to streamline workflows, improve efficiency, and keep work organized, on schedule, and moving forward.

Responsibilities

• Coordinate and track maintenance activities across the Bureau of Environmental Services Facilities Program.
• Prioritize, schedule, and dispatch Facilities Maintenance Technicians and contracted maintenance personnel.
• Process service requests through the computerized maintenance management system (CMMS), online forms, email, and phone.
• Generate work orders and reports; coordinate parts, materials, supplies, equipment, and contracted services.
• Maintain preventive maintenance schedules and adjust as needed.
• Process invoices for the Facilities team and program/monitor building systems.
• Communicate effectively and build positive working relationships with Facilities staff, bureau employees, contractors, vendors, and other internal and external partners.

About the Bureau of Environmental Services

The Bureau of Environmental Services (BES) re-imagines its work to align with core values: implementing equity in workplace, business practices, and service delivery; valuing customers and partners; managing watersheds, wastewater and stormwater infrastructure, and financial resources; encouraging leadership; supporting a diverse, collaborative, healthy, and engaged workforce; fostering respectful communication and transparency; and advancing innovative, sustainable, and resilient solutions.

BES seeks individuals from diverse racial, ethnic, and socio-economic backgrounds with experience working across a broad range of individuals and communities, and who desire to collaborate creatively to broaden innovative partnerships and serve all Portland communities.

Qualifications

• Ability to communicate clearly, effectively, and professionally, both verbally and in writing, with a diverse range of internal and external customers, contractors, vendors, and partners.
• Knowledge of building systems and digital control systems, including their basic operation and monitoring.
• Skill in using technology and computerized systems to organize, track, and manage work; develop and maintain workflows, databases, reports, and tracking tools; and improve the efficiency and visibility of work processes.
• Ability to exercise independent judgment and initiative, prioritize work, and make sound decisions within established guidelines and procedures.
• Skill in maintaining accurate, organized, and up-to-date files, records, work orders, and related documentation.
• Knowledge of City procurement procedures, guidelines, rules, and practices.
• Knowledge of facilities maintenance terminology, practices, and priorities, along with applicable safety standards, regulations, and compliance requirements.
• A valid state driver’s license.