Salary: $32,295.00 - $51,672.00 AnnuallyLocation : King William, VAJob Type: Full-TimeJob Number: 202400135Department: Facilities & MaintenanceDivision: Facilities AdministrationOpening Date: 10/24/2024General DescriptionUnder the general direction of the Facilities Director, this position provides administrative support for daily facilities operations. The Facilities Coordinator is responsible for ordering supplies, tracking costs against budget lines, and maintaining schedules for maintenance performed on regular intervals. Essential Functions
- Coordinates with the facilities staff on daily assignments, following up to ensure completion, and communicating status updates to departments.
- Maintains a daily log of requests received, costs associated with the task, and final status update/notes.
- Coordinates scheduling for internal and external resources for maintenance of facilities.
- Responsible for surplus furniture/equipment and selling surplus vehicles/equipment as requested. Coordinates pick up of sold items.
- Responsible for County asset inventory system, annual inventory audit and tracking and updating system.
- Develops and coordinates Facilities Division employee's safety training program. Tracks courses, completion and ensures documentation is provided to Human Resources.
- Assists Facilities Director in improving facility management by writing and implementing relevant policies and procedures.
- Maintains department contracts with various vendors including but not limited to fire prevention and inspection, HVAC preventative maintenance, septic system maintenance, generator maintenance, etc.
- Responsible for monitoring contract performance, codes with proper GL and approves invoices prior to submittal to the Finance Department.
- Responsible for seeking all quotes under $10,000 with the assistance of the Facilities Director and submitting documentation to the Finance Department to issue purchase orders.
- Reconciles fleet, Maintenance Division, and Utilities Division vehicle fuel receipts prior to submitting to Finance Department.
- Reconciles procurement card purchases on a monthly basis prior to turning into the Finance Department.
- Serves as the main point of contact for County staff concerning maintenance needs.
- Coordinates the Litter Prevention Program. Distributes litter pickup materials such as picks and bags, tracks activities, and prepares and submits annual report due to VDH.
- Prepares monthly, quarterly and annual reports for management as required.
- Provides excellent customer service to internal departments and service providers.
- Manages all County Administration vehicles for scheduled maintenance and repairs. Ensure recalls are addressed, service is up-to-date and inspections are current.
- Act as liaison with insurance provider for all property and vehicle claims. Reviews and updates on an annual basis insurance coverage for equipment, vehicles and buildings. Provides updates to Finance Department.
- Additional responsibilities and special projects as assigned.
Knowledge, Skills, and AbilitiesGeneral knowledge of procurement, report development, and office procedures. Knowledge of general practices of facilities management and implementing programs providing services to customers. Ability to operate general office equipment, including computers; ability to communicate clearly and concisely, both orally and in writing; ability to establish effective working relationships with those contacted in the course of work including the general public. Education, Training, and ExperienceHigh School Diploma or GED required, or any equivalent combination of education, experience and/or training sufficient to denote the knowledge, skills and abilities is acceptable. EMPLOYEE UTILIZATION IN ADVERSE WEATHER AND EMERGENCY CONDITIONSAll King William County employees are subject to being assigned to specific positions and tasks during a Declared Emergency as support personnel, by the County Administrator. Once assigned, this would be the same as a regular work assignment and all policies and procedures for duty assignments apply. **Potential candidates will be required to complete drug testing, driving and background checks.The foregoing is intended as a general description of job responsibilities and performance expectations and does not constitute a contract for employment between the employee and the County of King William, Virginia.King William County offers a complete benefits package to full-time employees including Anthem Health Keepers, Delta Dental, vision insurance, VRS pension and retirement accounts, flexible spending, life insurance, short and long-term disability, AFLAC, Employee Assistance Program, paid holidays, annual leave, and sick leave.01 How many years of experience as an office coordinator do you have?
- Less than one (1) year
- One (1) to two (2) years
- Three (3) to five (5) years
- More than five (5) years
Required Question