Experience Inc. Jobs

Facilities Logistics Coordinator

100 Whippoorwill Ln, Chapel Hill, NC 27517, USAReq #1485 Wednesday, July 24, 2024

Carolina Meadows, located in Chapel Hill, North Carolina, is one of the nation's foremost continuing-care retirement communities. Our mission is to enrich and improve the lives of residents and those connected to our community. We do this by continuously striving to be the best place to live and work.

Carolina Meadows is looking for an experienced Logistics Coordinator to support our Facilities Operations team!

This is a full-time position.

Summary/Objective:

This position is primarily responsible for coordinating maintenance operations and functions for the community as well as general office and billingsupport.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Maintenance Management Responsibilities

1. Processes incoming maintenance requests and distributes to staff as appropriate.

Obtains work orders from phone, electronic work order software, email and voice mail on a daily basis. Forwards to the appropriate managers, supervisor and staff and enters work orders into the electronic work order system. Prioritizes workload and directs staff across the maintenance, refurbishment, security and grounds departments to meet need and demand. Analyzes the resident or staff need and determines which staff member and department are most appropriate to resolve the issue. Communicates with residents regarding the staff members who will be coming, time frame, etc. Maintains the work order database (currently WorxHub). Manages the maintenance work order system, including learning and knowing the capabilities of the software and using them to maximum efficiency for the department. Maintains all phases of work order functions. Monitors the status of work orders, schedules and reschedules work as appropriate. Schedules appointments with residents, staff, outside vendors and others with the appropriate individual. Notifies the department manager of appointments.

Administrative Functions

2. Performs stocking and budget oversight responsibility for Facilities Operations Department Office Supplies account.

Regular need to respond or proactively manage and make decisions regarding work requests after hours. Types maintenance memos to residents and staff and distributes as appropriate. Authority to engage and hire outside vendors for residential support appointments and coordinates schedules, communications, and follow-up between contractor, staff and residents. Ensures office equipment and supplies are functioning and adequately stocked. Works with Finance Department to timely process fee for service charges. Determines billable hours for fee-for-service projects based on the work order and includes material cost to obtain the total amount to be billed. Sends final invoicing to Finance for processing. Responsible for managing office supplies budget and orders supplies for the whole Facilities Department.

Performance, Professionalism and Professional Development Maintains professional presence when representing Carolina Meadows; exhibits degree of professionalism consistent with standards in performance, behavior and appearance.Demonstrates professional development/skills competency in all activities.

Maintains resident, employee and company confidentiality and privacy at all times according to policies and procedures; uses discretion when discussing confidential matters. Demonstrates tactful, courteous and cooperative behavior with residents, families, coworkers, subordinates, supervisors and other department staff. Maintains positive working relationships with management and coworkers; willingly follows directions and requests as appropriate. Exhibits professional standards through appearance and demeanor consistent with personnel stan ards. Demonstrates a thorough knowledge of work assignments and performs in a manner to meet high quality standards. Demonstrates knowledge and understanding of policies and procedures; seeks clarification or interpretation from appropriate supervisor when needed. Uses tactful, diplomatic communication techniques in all relations with others. Demonstrates a good record of attendance and punctuality. Provides required advance notice for scheduled requests and calling in sick. Uses time efficiently. Respects break, mealtime guidelines and telephone privileges. Demonstrates flexibility, open mindedness and versatility in adjusting to changing environments and requirements as necessary. Commits to continually improving his/her skills through participation in education opportunities, projects or committees whether offered on the job, within or outside of the facility, to increase knowledge of work-related issues and federal, state and other job related regulations. Responds as needed to all campus emergency situations to include off-hours events. Available for all weather events. Performs snow and ice clearing, plowing, shoveling, sanding and salting as needed.

Safety and Security

Complies with Carolina Meadows established safety rules and practices Reports any potential safety hazard(s) immediately to supervisor or other appropriate personnel, and documents any injury that occurs to self or others as prescribed by policy. Participates in Safety Committees and activities by serving on committees or by submitting suggestions of operations to appropriate committee.

Required Education and Experience

High school diploma or general education degree (GED), five (5) to seven (7) years administrative and/or dispatch experience or business school training required; or equivalent combination of education and experience. Incumbent should be able to apply common sense understanding to carry out instructions furnished in written and oral form, possess high-quality verbal and written communication ability, strong customer service skills and type 40 wpm. Must be proficient in the operation of computer applications.

Preferred Education and Experience

Associates degree; seven (7) years administrative experience or business school training. Able to apply common sense understanding to carry out instructions furnished in written and oral form, possess high-quality verbal and written communication ability, strong customer service skills and type 40 wpm. Proficient in the operation of computer applications.

Carolina Meadows is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation or national origin.