Facilities Maintenance Services CoordinatorAre you the type of person who thrives in a fast-paced environment where no two days are ever the same? Do you love solving problems, helping people, and keeping operations running smoothly behind the scenes? If you're organized, customer-focused, and energized by a role where your coordination skills truly make a difference, then we've got the perfect opportunity for you!Snohomish County's Facilities & Fleet Team is looking for a Facilities Maintenance Services Coordinator who brings positivity, precision, and a knack for anticipating needs before they arise. In this dynamic role, you'll be the heartbeat of our Maintenance Department connecting people, information, and resources to keep county facilities safe, functional, and running efficiently. If you enjoy being a go-to person, juggling schedules with confidence, and supporting a team that values collaboration and customer service excellence, we want to meet you!Key Responsibilities:Job Scheduling – monitoring & arranging technicians work ordersProject Status MonitoringInventory Control AssistanceCMMS AdministrationCustomer Service Requests and RoutingDispatcher DutiesCommunication and Coordination:Reporting and Documentation:Essential Skills:Strong organizational and scheduling abilities to effectively manage multiple tasks and work orders.Superior customer service skills, be solution oriented.Proficiency in using CMMS software and Microsoft OfficeGood communication skills for both internal team coordination and customer service.Ability to prioritize tasks, efficient use of time and ensure critical issues are addressed promptly.Basic understanding of facilities systems and maintenance procedures, including HVAC, electrical, plumbing, and other maintenance trades.Ability to manage inventory and assist as needed with procurement of necessary materials.Basic Function: To provide support for technical applications, job scheduling, project status, inventory control, and assistance to Facilities Maintenance and Management. To plan and schedule the work for the maintenance technicians. To act as the Facilities Computerized Maintenance Management System (CMMS) Administrator. The Facilities Management Services Coordinator is also responsible for receiving customer service requests, routing them to the proper service units and for performing all associated communication center dispatcher duties.Statement of Essential Job Duties:Plans, monitors, and coordinates the Computerized Maintenance Management System (CMMS); provides integrity and accuracy of the computerized facility maintenance process; arranges and supervises the preparation and distribution of a variety of related reports; takes assigned action to ensure the operational efficiency and accommodation of new systems and integration of technologies as they become available.Enters customer service calls into a computerized maintenance management system, recording information such as nature of request and scope of work.Plans, schedules, and assigns the preventive maintenance work for Facility Maintenance Technicians and Detention Facility TechniciansPlans, schedules, and assigns the reactive work for Facility Maintenance Technicians and Detention Facility TechniciansWorking with the facilities management, develops and assigns technicians to turnaround schedules when work orders must be expedited; assists in the performance of staff resource leveling; ensures all parts, materials, and tools are available to meet project schedules; assists with preventive maintenance descriptions in the Computerized Maintenance Management System (CMMS); attaches tool lists and reference materials appropriately, creates 360Facility inspection profiles, assets, locations, and inventory identification as required.Maintains unit status on all Facilities Management requests and maintains a record of all dispatches to specific units. Notifies facilities maintenance supervisor of delayed work, safety issues, and emergencies. Notifies technicians regarding work delays, safety issues and emergencies.Coordinates with Manager or Lead Worker to dispatch appropriate facility technician staff to all areas during major facility events/emergencies so that adequate coverage is provided.Assists with identifying critical path for facility projects and group project management for facility technicians. Assists with identifying critical path; resource leveling, backlog analysis, cost analysis, and project percent complete.Provides monitoring and customer service feedback to staff members, coordinators and management to insure high quality service and support.Creates and maintains Access databases to support a wide variety of department reports.Interacts with associated internal/external coordinators and offsite answering service to provide assistance with customer service issues.Coordinates contractor response to periodic Labor and Industries inspections of county boilers and elevators.Assists with the procurement and expediting of materials, equipment and supplies; orders, requisitions and/or purchases stock and non-stock items as necessary. Contacts vendors as necessary and researches the availability of materials.Contributes to and assists with the coordination of approved content on the department's internet and intranet web pages.Coordinates setting up user accounts and connections to Facility systems and hardware as required.Statement of Other Job Duties:Performs related duties as required.Minimum Qualifications:An Associates of Arts degree in business, facility management or closely related field; AND, three (3) years of experience in maintenance planning and scheduling for a group of commercial facility by using a computerized maintenance management system; OR, five (5) years of experience in maintenance planning and scheduling for a group of commercial facilities technicians for multiple commercial facilities by using a computerized maintenance management system.
Experience with development of complex Access databases and development of reports is preferable. Must be familiar with commercial facilities terms and technician processes and pass job related tests.Special Requirements:A valid Washington State driver's license is required for employment. Candidates for employment must successfully pass a criminal background check.Knowledge and Abilities Knowledge of:computerized commercial facilities maintenance management systemgeneral commercial building systems and controlgeneral commercial facility maintenance practices and policiescritical environment work practicesfactors affecting scheduling and planning for commercial facilitiesestablishing and optimizing preventive maintenance activities for commercial facilitiescreating and managing detailed work order and project packages for commercial facilitiescommercial facility maintenance termscommercial facility maintenance safety procedures and requirementstrends in facilities maintenance planning and schedulingwriting procedures and reports using Word and Excelimporting pictures into documentscreating training documentationtelephone and email customer service etiquetteeffective methods to deal with difficult customers and diffuse difficult situationsMS Office, Project and Access Databasepersonal and group time management, handling multiple tasks, prioritizing and meeting deadlinesteam building and leadership skillsthe facility maintenance personnel capabilities and job requirementscommercial facility planning and scheduling fundamentalscounty organization and hierarchygeneral capabilities of computer equipment and their related peripheral devices.Ability to:plan and schedule work for commercial facility technicians to meet County goals, assigning work to trained and qualified personnel, minimizing down-time of personnel and equipmentanalyze and evaluate input from technicians and data from equipment manuals to create maintenance schedulesreduce technician overtime and unplanned maintenance callstake the initiative to develop and maintain schedules and work plans for efficient work flowexercise good judgment as to when to act independently and when to refer situations to higher authoritysound economic judgment and ability to make informed and logical decisionsperform tasks objectively and under emotional control under pressuremake productive use of work timedemonstrate self-motivation with minimal supervisionimprove tool and component inventory accuracyreason logically and act quickly in emergency situationsestablish and maintain effective work relationships with customers, supervisors, coworkers and the general publicunderstand and execute complex oral and written instructionsanswer and respond to telephone calls in a clear and concise mannerinterpret customer requirements and direct or coordinate responseswrite general communications and procedures in a clear and concise mannerinteract positively with both customers and internal team membersutilize reference