Facilities & Construction Systems Coordinator

Overview: The Facilities & Construction Systems Coordinator serves as an office coordinator as well as systems engineer for the multiple Facilities and Construction systems including WorxHub and Procore. The coordinator answers multi-line telephone system and routes calls to appropriate trades, tracks and reports departmental data, maintains all files, records and updates policy and procedure manuals as required for DNV and IDPH. Tracks equipment coordination, procurement, responsible for all department invoices, prepares contracts, and assists with department calendars. Serves as a resource for the entire Facilities and Construction management team including administrative duties involving decision making and judgement. Responsibilities:

• Functions as a system engineer for Facilities and Construction systems including Procore and WorxHub providing technical assistance, data entry, and creating and distributing reports
• Perform administrative and analytical functions related to assigned construction technology tools, such as Procore, Strata Jazz, Bluebeam, and other systems as assigned
• Updates Facilities management calendar schedules and conference room schedule.
• Schedules meetings and conference rooms for internal management staff administrators, external guests and vendors.
• Responsible for all elevator inspection criteria including certifications, repairs and scheduling inspections
• Maintain Facilities staff credit card and processes credit card transactions
• Responsible for office stock ordering, ranging from pens and notebooks to uniforms for all Facilities staff, keeping track of uniform allotment per staff member
• Orders all appliances for the region including microwaves, refrigerators as well as miscellaneous items such as washer and dryer
• Monitors temperature tracking system, assisting with orders, and setting up new units
• Maintains/tracks conference rooms usage and responsible for updates for these resources including working with IT on conference room naming, resource information in Outlook
• Codes, tracks, assigns, and manages all department invoices.
• Addresses internal customers and external customers concerns with a positive attitude and routes concerns to appropriate management.
• Communicates effectively and timely with other departments concerning work orders, projects and coordination efforts.
• Catalogs and Maintains physical library of vendor resources/catalogs. Facilities print data materials and blue prints. Maintains virtual library of facilities vendor sources, online services and data.
• Creates and drafts documents, letters, tables, reports and forms using Microsoft Office and other technical software.
• Attends several facilities and construction leadership meetings offering system input and also tracking minutes
• Prepares contracts, for construction work, often collaborating with vendor for required information.
• Vendor management including yearly safety training, maintaining/creating process for tracking requirements, badge requests, correspondences to vendors
• Organizes and maintains department and project files.
• Retrieves all necessary information from files and databases.
• Provides telephone support for the department conveying professionalism and a good public image for the department.
• Responsible for tracking and trending the following: utility costs, maintenance costs, and equipment life cycles. Responsible for tracking and reporting maintenance personnel labor associated with capital projects.
• Maintains all files, records and updates policy and procedure manuals as required for DNV and IDPH
• Serves as a resource for the entire Facilities management team
• Also maintains all project related records, files and bids for proper documentation

· Follow up of documents, drawings, change orders and project correspondence · Create and maintain project documentation · Process and store digital and physical documents by project Qualifications:

Education: Associate degree: Related Field

Work Experience: Application support; Office management; Clerical

Carle Health Company Overview:

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Discover the job, the career, the purpose you were meant for. The supportive and inclusive team where you can thrive. The place where growth meets balance – and opportunities meet flexibility. Find it all at Carle Health.

 

Based in Urbana, IL, Carle Health is a healthcare system with nearly 16,600 team members in its eight hospitals, physician groups and a variety of healthcare businesses. Carle BroMenn Medical Center, Carle Foundation Hospital, Carle Health Methodist Hospital, Carle Health Proctor Hospital, Carle Health Pekin Hospital, and Carle Hoopeston Regional Health Center hold Magnet® designations, the nation’s highest honor for nursing care. The system includes Methodist College and Carle Illinois College of Medicine, the world’s first engineering-based medical school, and Health Alliance™. We offer opportunities in several communities throughout central Illinois with potential for growth and life-long careers at Carle Health.

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class. Carle Health participates in E-Verify and may provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization. | For more information: [email protected].

Salary Range: The compensation range for this position is $19.56per hour - $31.69per hour. This represents a good faith minimum and maximum range for the role at the time of posting by Carle Health. The actual compensation offered a candidate will be dependent on a variety of factors including, but not limited to, the candidate’s experience, qualifications, location, training, licenses, shifts worked and compensation model. Carle Health offers a comprehensive benefits package for team members and providers. To learn more visit careers.carlehealth.org/benefits.