Engineering Facility Coordinator - FT Days 7am-3:30pm

Overview

JOB SUMMARY:  

Under general supervision, performs a variety of responsible and specialized administrative and office  support Functions; creates and maintains specialized reports, records and files required in connection with department Work processes; interacts with C-Suite personnel and performs related duties as assigned.  Maintains confidentially and proactive nature for C-Suite Administrators

Responsibilities

Filing and record-keeping are designed and maintained to allow for easy retrieval of information.

Always provides accurate information regarding operation of departments; uses good judgment in the interpretation of policies and procedures.

Tactfully handles difficult situations; all contacts are handled professionally and always with courtesy.

Is always attentive to detail, record-keeping and required paperwork inherent to the position.

Always provides follow-up on situations unresolved at the end of the day.

Always gathers information for the preparation of reports on a timely basis.

Immediately acknowledges and graciously receives all visitors to the department.

Always maintains files on an ongoing basis.

Always strives to retrieve information from files immediately upon request.

Always answers the telephone by the 3rd ring.

Promptly completes clerical assignments (i.e. photocopying) as needed and as requested.

Assist with Utilization Management Reports that are accurate, relevant, and timely.

Assist with Department projects.

Performs other duties as assigned

Participates and attends scheduled meetings in-service.

Establishes and maintains manual and automated filing systems to update and track information.

Administers contracts tracking program in the Department (e.g. architectural, professional engineering, construction, operational, ect.) and informs director of status.

Understands, organizes and maintains all Projects documentation, Insurance, Performance Bonds, RFP’s, Scope of Work, IOR Daily Inspection, OSHPD Field Reviews, change orders, Project Cost, Bid information and other construction documents.

Insures all project documents are available in hard and soft copy.

Coordinates with Director of Plant Operations and activities of the Department and assists with the required and proper documentation.

Administers the Purchase Order System for the Department, assures that accounting

Proper documentation on timely manner.

Administers the CER Tracking program and informs management/ director of all status of CER’s

Creates and assists with Department spreadsheets to monitor Construction, Remodel and renovation projects of facilities/ hospital.

Schedules required meetings (e.g. construction, safety, education, ect..) and transcribes meeting minutes.

Performs EOC program Documentation assessments for Hospital, informs Director of all any outcomes.

Monitors the Preventive Maintenance documentation for the compliance and informs Director of any and all issues.

Updates required documentation logs, creates spreadsheets and recommends any required and or proper changes to log sheets

Qualifications

EDUCATION, EXPERIENCE, TRAINING

High School Diploma 

NFPA/NEOC/EOC Certificates or equivalent experience.Computers, Telephones, Copying Machine, Fax Machine and Printers