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Job Title: Service Coordinator – Correctional Facility
Department:Â Administrative
Reports To:Â Facility Manager
Classification:Â Non-Exempt
Position Summary
The Service Coordinator is responsible for the day-to-day administrative management and operations of the maintenance department. The goal is to work in tandem with the Property/Facility Manager, TKC technicians, and subcontractors to ensure an efficient and productive operation. This position is located in a correctional facility.
Essential Functions:
- Answers telephone, radio, and email and provides requested information as appropriate.
- Schedules corrective and preventive maintenance work orders.
- Closes out completed corrective and preventive maintenance work orders in CMMS.
- Prepares a weekly report for the Property/Facility Manager and/or Operations Manager showing work orders completed, outstanding (open) work orders, and the status of outstanding work orders.
- Makes revisions daily as required to accommodate emergencies or work not completed.
- Maintains data, via computer or other electronic means, concerning each corrective/preventive work order; i.e., date entered, date work is requested, personnel assigned to task, date completed, man-hours required, materials used, and explanation of completed work.
- Prepares required monthly reports for the facility, including Executive Summary.
- Prepares other required reports and spreadsheets when needed, including Performance Measure Report, Outcome Measure Report, etc.
- Responsible for employee timesheet processing.
- Assists in ordering supplies and materials.
- Assists in coding, copying, and filing of invoices.
- Responsible for delivering and picking up mail for the maintenance department.
- Orders spring and winter uniforms for employees, including initial orders for new hires.
- Responsible for New Hire Packets and completing Personnel Status Forms.
- Prepares employee expense reports for review and approval by the Property/Facility Manager and submits them for payment.
- Collects ACA documentation for ACA folders.
- Coordinates, conducts, and tracks required ACA staff training.
- Coordinates and processes technology requirements for staff, including phones, computers, etc.
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Other Functions:Â
- As requested, assist the Facility Manager and/or Chief Maintenance Engineer with other tasks.
- Enter and retrieve data from database programs.
Competencies:
- Excellent professional communication skills, both verbal and written
- Strong Time Management
- Ability to multi-task
- Customer Service Mindset
- Detail oriented
- Strong Interpersonal skills
- Strong Organizational Skills
Technical Skills:
- Proficient in Word, Excel, Outlook, and other computer software as necessary
- Ability to operate office equipment such as copiers, personal computers, and fax machines
Knowledge, Skills, Abilities:
Required
- High School diploma or equivalent.Â
- A minimum of 3 years of professional experience relative to the role
Preferred
- Experience using a CMMS (Computerized Maintenance Management System) program
Position Type / Expected Hours of Work
This is a full-time, non-exempt position with normal working hours Monday through Friday, working 40 hours per week. However, as business needs become necessary, after-hours, holidays, or weekends may be required.
Travel
No travel is required for this position.
Supervisory Responsibilities
No supervisory duties for this position
Work Environment
This position is located within a correctional facility. This position operates in an office environment. The noise level in this work environment is usually moderate to loud. Must be able to work in hazardous conditions with an attention to maintaining safety standards.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this job successfully: The employee is regularly required to talk or listen effectively. The employee is frequently required to sit, squat, stand, walk, use hands to finger, handle, or feel, and reach with hands and arms. Specific vision abilities required by this job include Close vision and Distance vision. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.
EEO Statement
The Company provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.Â
In addition to federal law requirements, The Company complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
The Company expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of The Company’s employees to perform their job duties may result in discipline up to and including discharge.
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