Job Description
Title:
Facilities Maintenance Special Events Coordinator
Job Class Code:
5067
Summary:
Function & Scope: Coordinate campus-wide special events and moves to ensure availability for proper building access, air flow quality, custodial supplies and maintenance coverage. Improve customer service interaction between Facilities Management departments and all other UTD departments, including notification to other University and FM departments of evening and weekend special events.
Essential Functions:
Typical Essential Functions include but are not limited to the following:
- Check room availability for events in various University spaces, reserve rooms, post to spreadsheet, send confirmation emails to requesting party, maintain weekly calendar and print weekly schedule and mail to key personnel.
- Receive work requests, input data into the Facilities work order system, assign work orders to shop foremen, log moves/events on calendar, send confirmation work order number to customer.
- Coordinate FM services and provide notification of weekend or evening events to departments responsible for building access, security, air flow, custodial supplies and maintenance support.
- Key timecards for all moving crew employees, verify timecard entries, match with time shown on closed work orders, input descriptions indicating the actual work done to complete work requests, and change status to complete.
- Meet as necessary with other University departments regarding special events or move requests to ensure all services related to the event or move are provided.
- Correspond by email or phone to resolve scheduling conflicts, answer questions and provide billing documentation.
- Develop customer service initiatives.
- Provide secretarial support to FM shops.
Marginal Functions:
Performs other duties as assigned.
Supervision:
Received: General supervision.
Given: N/A
Education:
Required: High school graduate or equivalent.
Preferred N/A
Experience:
Required: A minimum of two years of customer service experience and one year experience using Events Scheduling software or Facilities Management software.
Preferred: N/A
Other Knowledge, Skills, and Abilities:
Working knowledge of Facilities Management Software such as Facility Focus, use of Microsoft Excel, ability to multi-task and possess excellent customer service skills.
Special Job Requirements (such as hours, accuracy, special equipment and/or working conditions):
Other:
If this is a supervisory position, the incumbent is expected to complete required supervisory training; orient, train and develop subordinates; provide appropriate coaching, guidance and supervision to subordinates; and complete annual performance evaluations.
Specific job requirements or physical location of some positions allocated to this classification may render the position security sensitive; thereby subject to the provisions of Section 51.215 Texas Education Code.
Responsible for duties as assigned relating to internal controls including safe-guarding of department assets, reliability of department financial information, and compliance with applicable laws, regulations, policies and procedures.
Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior written approval of the Assistant Vice President, Human Resources Management.
Last Updated: February 26, 2009
