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Job Title: Facilities Coordinator
Location: Tracy, CA United States
Position Type: Full Time
Post Date: 12/15/2017
Expire Date: 02/15/2018
Job Categories: Administrative and Support Services, Customer Service and Call Center, Financial Services, Executive Management
Job Description
Facilities Coordinator
The Facilities Coordinator is responsible for overseeing the work initiation, planning and scheduling phases of the work flow process including planning the day of the technical team at the Fulfillment Centers, coordinating and scheduling 3rd party service providers, working with Amazon stakeholders in finance to coordinate the issuance of purchase orders and developing fully completed job packages for each work order (inclusive of job plans, complete task descriptions, validating tool and material availability, obtaining and validating necessary permits, JHAs and necessary safety steps are included on every work request). The position will support the technical staff as assigned within specific nodes.

Account Duties and Responsibilities:

Supports a Safety First work culture which includes validating that all work orders dispatched to the team include the necessary safety precautions steps and when required, a job hazard analysis (JHA)

EAM Database Management- CMMS (5%) 2-4 hours.

Maintain equipment asset database as directed. Including applicable warranty information is available in EAM. Assign defined profiles to equipment.

Maintains the integrity of the asset database based on pre-defined standards for asset naming, tagging, PM maintenance plan tasking and schedules

Use guidelines set by management to aid in implementation of preventive maintenance and life cycle optimization strategies as requested

Ensure appropriate PM plan is associated with each base building asset requiring preventive maintenance.

Work Order Planning and Scheduling (20%) 8 hours

Create a weekly schedule for technician activities for 100% of available labor, collaborating with Lead Building Engineer and utilizing defined maintenance windows (as required by operations)

Issue 21 day advance PM schedule to client for planning within maintenance windows

Monitor work order queue to ensure assignment and completion of work orders as scheduled

Prioritize and schedule non-emergency work orders to be performed in accordance with maintenance schedules and standard work orders.

Discuss high priority corrective work orders with Lead Building Engineer for assignment to team

Update the work schedule as needed

Perform quarterly forecasting of preventive and predictive maintenance programs to ensure CMMS PM Schedules are properly forecasted based on estimated labor requirements for all technicians.

Partner with BBMs to minimize non-work order time by assisting the team with vendor escorts, spotter tasks, travel and administrative functions to maximize technician wrench time in accordance with Account metrics

Work Order Management (20%) 8 hours

Validates TT requests for in scope vs- project work, app project work to be pre-approved by BBM prior to dispatch

Project/Out of Scope transactions- Processing of POs. Further responsibilities as it relates to the maintenance files, proposals, etc., is determined and under the discretion of the (BBM). Ensure Project POs properly coded to 2271

Complete work order entry process as defined, reviewing for scope adherence, and ensure specific details necessary for job planning are present, follow up with requestor if additional information is needed.

Review WOs for SOW adherence and verify that project work is flagged in EAM and Remedy. Notify requestor if work is out of scope

Identifies and tracks project WOs for manpower planning, billing and reporting

Track anticipated man hours for maintenance activities vs. actual hours used to continuously optimize planning

Report on work orders not completed per the established weekly work schedule to Lead Engineer and BBM. Follow up with LBE and BBM on past due and any regulatory

Purchase Orders (15%) 6 hours

Requestor of web requisitions that generate purchase orders, create POs only after having received authorization to do so from the base building manager

Maintain files to support requisitions and POs (includes any quotes and bids in accordance with Account Sourcing Policies

Ensure all purchase orders are receipted, matched, modified or re-issued within reasonable time frame (no longer than 45 days) to ensure compliance with both vendor contract terms and submission deadlines to CBRE client. (POs for monthly recurring services remain open, but current months services must be closed out within appropriate window supported by confirmation of service completion to CBRE expectations.

Maintain all paperwork pertaining to the creation and closeout of purchase orders. Paperwork includes confirmation from technical staff of services rendered and/or materials received in order to properly receipt POs. Actual service tickets, bills of lading are maintained at a site level

Follow-up with vendor representatives for missing invoices/data to complete purchase to pay process. (Related to AP Hold process)

Ordering materials (inventory)

Escalates any challenges with receipting and managing PO process direct to BBM

Responsible for maintaining documentation for contracts and purchase orders as required in the Accounts Sourcing and Contract Administration Policy. BBCs do not maintain contracts other than what is confirmed and provided by Sourcing at the time of PO request/creation.

Vendor Management (10%) 4 hours

Coordinate vendors including vendor onboarding and document compliance with Amazon Safety requirements

Engage vendors for planned maintenance activities as defined by task instructions and national standards of work. Coordinates engagement and direction of appropriate CBRE subcontractors and warranty holders

Coordinates the engagement and direction of appropriate subcontractors as requested and authorized in advance by BBM (Emergency work coordination led by BBM or LBE due to technical experience needed)

Create and maintains a current vendor list for assigned node. Emergency vendors (assistance from sourcing) action varies, the dispatch matrices are updated by as needed

Trains and follows up with vendors on billing procedures as needed

Ensure copy of PO to each vendor as it contains Amazon invoicing and billing instructions

Submits required paperwork for new vendors as well as changes to existing vendors for proper maintenance with assistance from Sourcing

Notifies vendors in writing for recurring failure to meet invoicing and billing instructions

Materials Management (10%) 4 hours

Perform Cycle Counts of Inventory as directed

Partner with Lead Building Engineer to ensure tools and other resources available to accomplish the work in the most productive manner possible

Manage CMMS Inventory and verify stock levels are accurate. Re-order stock as needed

Manage inventory of Critical Spares and other materials

Reporting (5%) 2 hours

Manages data and reports that are distributed to the BBM Team relative to financial data (POs)

Track damages via TT and PO

Assists in preparation of and actively participates in quarterly site level financial reviews. BBCs not currently

Assist with maintaining permit documentation in EAM (CMMS)

Customer Service (10%) 4 hours

Serves as customer service representative including answering calls made to 1-800 number, requests issued to the central building services mailbox, and creating work orders as needed based on valid in scope customer work requests

Monitors trouble ticket queue to ensure correspondence, completion and closure

Correspond with Amazon stakeholders ensuring timely updates when work has been scheduled or delayed, facilitates team member correspondence as needed (including remedy comment updates)

Conducts customer follow-up communication as needed, on behalf of engineers and FMs

Support Base Building Management Team

Other (5%) 2 hours

Reports on completion of all training (Learning Management Series (LMS) and Red Vector)

Administers Red Vector training for respective assigned sites, if designated as the Training Coordinator, including adding new team members, reviewing compliance reports and training assignments

Maintain adequate supporting documentation on work orders, proposals, regulatory documentation, and subcontractor paperwork (including onsite contractor safety training)

Implement preventive maintenance and life cycle optimization strategies as directed

Analyze routine reports and work order data

Runs errands to support projects

Adhere to operational controls

Assist with process and procedure training as requested

Attend and prepare for meetings as requested
Qualifications & Requirements
Associates degree, high school diploma or general education degree (GED) required. Degree with focus business, technical and/or management skills a plus

Minimum of two years of related experience in facility management

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding

Ability to write routine reports and correspondence

Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor

Ability to effectively present information to an internal department

Ability to understand and carry out general instructions in standard situations

Physical requirements include stooping, standing, walking, climbing stairs / ladders and ability to handle/transfer various weighted loads using proper lifting and carrying techniques per CBRE and Amazon Incident Prevention Strategies (IPS)

Skilled with Microsoft Office Suite. Proficient Excel skills required - Experience in formatting and manipulating templates and formulas

Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding

No formal supervisory responsibilities in this position
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