Facilities and Fleet Support Coordinator

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Job Description:

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Manages and coordinates key administrative and operational programs within the Facilities & Fleet Department, including building access control, work order and service request systems, project administration, uniform administration, agenda support, training coordination, meeting logistics, hiring support, and employee onboarding and offboarding.

• Serves as the primary point of contact for departmental programs, providing guidance, troubleshooting issues, and ensuring efficient execution of priorities and service delivery across the department.

• Administers and supports a variety of enterprise systems and software platforms, including maintenance management systems, building access control, learning management systems, permitting systems, agenda management tools, Workday, Smartsheets, financial systems, asset management systems, and other departmental applications.

• Provides technical support, system administration, data management, reporting, and process improvement recommendations.

• Researches, compiles, analyzes, and presents data to support departmental operations, decision-making, budgeting, and strategic initiatives.

• Develops, maintains, and implements departmental procedures, documentation, training materials, and internal resources to improve efficiency, consistency, and compliance with city policies and operational standards.

• Coordinates department meetings, events, trainings, and special projects.

• Participates in or leads departmental initiatives and provides project support, research, and administrative coordination as needed.

• Evaluates office and administrative operations to identify opportunities for improved efficiency, customer service, and cost-effectiveness.

• Implements process improvements and operational recommendations within established authority.

• Provides customer service support by coordinating departmental phone and email coverage, triaging inquiries, and directing requests to appropriate staff.

• Coordinates purchasing activities for supplies, equipment, materials, and services.

• Orders supplies and ensures expenditures comply with city policies, budget requirements, and appropriate cost center allocations.

• Serves as a lead worker by assisting with work assignments, coordinating activities, and training temporary or support staff as needed.

• Represents the Facilities and Fleet Department on cross-departmental initiatives, committees, task forces, and advisory groups, fostering collaboration and supporting citywide goals.

MINIMUM QUALIFICATIONS

• Ability to work independently with minimal supervision; to assume responsibility; to prioritize and resolve problems; and to complete tasks while working under pressure in a fast-paced environment. 

• Ability to work effectively as a member and leader of formal and informal teams; understands the interests and concerns of others and is able and willing to share and receive information. Can effectively partner with teammates and internal customers to work towards shared solutions.

• Ability to perform focused work and work with a high level of attention to detail.

• Ability to interpret and apply policies and procedures.

• Knowledge of administrative and office management principles and practices.

• Knowledge of purchasing, budgeting, and financial tracking procedures.

• Skill in coordinating multiple projects and priorities.

• Skill in troubleshooting technical and operational issues.

• Skill in providing excellent customer service.

• Skilled in excellent verbal and written communication, including the ability to communicate effectively and to establish and maintain working relationships with individuals at all levels in the organization, and outside vendors.

• Skills and high proficiency at using a variety of software tools and functions, including administration/system configuration, generating reports, including working within spreadsheets and other data collection and analysis tools.

• Must successfully pass a background check before first day of work and maintain acceptable screening.

• Must be able to comply fully with the FBI's Criminal Justice Information Services (CJIS) Security Policy.

PREFERRED QUALIFICATIONS

• Knowledge of and experience using various software programs including work order or access control databases.

• Knowledge of and experience in event coordination

• Knowledge of and experience in program support/management

• Knowledge of and experience in meeting facilitation and experience presenting to a group. 

• Skills in performing high level office administration and/or financial support tasks or working directly for an executive preferably with municipal government functions and processes.

• Bachelor’s degree or eight (8) years of related experience.

• Three (3) years of experience in a role utilizing communication and organization skills.

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

• A minimum of an associate’s degree in business administration or similar program. Four (4) years of related experience may substitute for the education requirement only.

• A minimum of two (2) years of experience in a role utilizing communication and organization skills.

• Must hold and maintain a valid drivers' license.

SUPERVISION

Supervision Received:   Facilities Operations Senior Manager

Supervision Exercised:  None

WORKING CONDITIONS AND REQUIREMENTS   

• Physical and Mental Effort: Sufficient clarity of speech and hearing or other communication capabilities that permits the employee to communicate effectively on the telephone and in person. Sufficient vision or other powers of observation that permits the employee to review, evaluate and prepare a variety of written documents and materials. Sufficient manual dexterity that permits the employee to operate computer equipment and other office equipment. Ability to lift and carry up to 20 lbs. Sufficient personal mobility and physical reflexes, which permits the employee to work in an office setting. Work may include extended periods of time viewing a computer video monitor and/ or operating a keyboard. Ability to work under stress from demanding deadlines, public contact, and changing priorities and conditions. Takes proper safety precautions, anticipates unsafe circumstances, and acts accordingly to prevent accidents.

• Work Environment: Works primarily in a clean, comfortable environment. Works in a setting subject to continuous interruptions and background noises. May be required to work irregular hours, weekends, evenings, holidays, and/or in emergency situations.

• Machines and Equipment Used: Frequently uses standard office equipment including computers, telephones, calculators and copy/fax machines.

As part of the City of Boulder’s commitment to a future with equitable access to health, prosperity, and fulfillment that is not limited by a person’s race, ethnicity, age, gender, ability, religion, sexuality, or socioeconomic status, it is the city’s policy to provide equal employment opportunity (EEO) for all individuals. The city does not discriminate in employment opportunities or practices based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, marital status, veteran status, or any other characteristic protected by applicable federal, state, or local law or policy.