Coordinator - Facilities

Perform administrative and clerical duties in support of Facilities. Respond to repair and other work requests, including writing and distributing work orders. Assists in maintaining Departmental computer systems to track jobs and associated costs. The Lehigh community takes seriously our commitment to antiracism and The Principles of our Equitable Community.

Position Number: S77050

This position is a Grade: 7-37.5 with an approximate salary range of $36,090-$43,330 and is subject to change based on experience, skills and qualifications

Lehigh University offers a comprehensive and family friendly benefits package which includes but is not limited to Health Care, Retirement and Educational benefits. Information can be found on our website

1. Maintain centralized call center and departmental computer system for work requests, job costing, and labor/inventory control.

• Coordinate phone, e-mail and campus mail requests for repairs and other work.
• Confirm work order charge account number(s).
• Set up, process and distribute scheduled preventive maintenance work orders.
• Check and enter labor, inventory, and outside vendor charges.
• Post and balance charges, prepare reports and transmit charge data to banner.
• Assist in maintaining Departmental work order computer database.
• Prepares vendor invoices for processing by verifying accounting information and signing authority via banner.
• Prepares spreadsheets for electric utility readings, verifies monthly PPL bills and submits to controller's office for upload into Banner.
• Prepares spreadsheet for gas utility based on meter readings provided by utility company and submits to controller's office for upload into Banner.

2. Supports CMMS System Administrator

• Serve as internal resource for building managers for CMMS system.
• Create custom queries and reports in CMMS for lead technicians and supervisors to monitor trade workflow.
• Verify data entered into CMMS by other areas (IDEALoffice, ABM) to minimize incorrect data being fed into Banner.
• Set up new employees and charge information for CMMS.
• Train department personnel on new CMMS modules being integrated. Train new users to use either desktop or mobile version.

3. Performs administrative support responsibilities for the department/work area

• Prepares and submits Banner data collect batches.
• Monitors and reconciles Departmental purchasing cards.
• Performs backup for clerical and receptionist responsibilities.
• Provides fill-in support by performing duties of other positions during periods of vacation, sick leave, personal absence, etc.

4. Coordinates various month-end and year end closings

• Prepares inventory check sheets.
• Performs annual physical inventory count in University warehouse.
• Audits physical inventory counts and makes necessary corrections.
• Communicates with Departmental work groups to ensure all data is input by deadline.
• Transmits data to University accounting system.

Special Considerations

Persons with disabilities who anticipate needing an accommodation for any part of the interview or hiring process may contact Lehigh's Accommodations Specialist

The duties of this position may allow the employee to work partially remote as deemed appropriate by their supervisor

Qualifications

• High school diploma or the equivalent combination of education and experience

• Three to five years of related work experience

• Strong analytical and problem solving abilities

Successful completion of standard background checks including but not limited to: social security verification, education verification, national criminal background checks, motor vehicle checks, PATCH, FBI fingerprinting, Child Abuse Clearance and credit history based upon the requirements of the position

Only complete applications will be considered therefore please complete the application in its entirety. Once the posting is removed from the website applications may no longer be allowed to be completed.

Advertised: July 15, 2024 Eastern Daylight Time
Applications close: