Maintenance Services Coordinator (Facilities & Real Estate)

Maintenance Services Coordinator (Facilities & Real Estate)

We are seeking a Maintenance Services Coordinator who will be the point of contact for all maintenance service requests for the JHU Homewood campus. Calls are received via phone, email, and in-person, and are prioritized for dispatch. Urgent or emergency requests are dispatched by two-way radio and all requests, including routine maintenance and support requests, are recorded in a computerized maintenance management system (CMMS) for electronic distribution. The Maintenance Services Coordinator will also use the CMMS to maintain facilities information, generate preventive maintenance work orders, and bill for chargeable requests. The position is also tasked with tracking and adding asset information for equipment, including specifications. In addition, the Maintenance Services Coordinator handles posting quarterly fire alarm testing announcements as well as generating reports for campus gas billing. This position reports to the Information Systems Manager.

Specific Duties & Responsibilities

• Receive and record approximately 15,000 of annual maintenance service and event requests via phone, email, and in-person.
• Prioritize work requests via Windows-based software for distribution to maintenance shops.
• Use two-way radio to notify shops and coordinate work requests.
• Generate preventative maintenance requests for 8 maintenance shops.
• Enter labor and material information on all tickets into the CMMS for billing and record keeping purposes.
• Generate and distribute approximately $700,000 of annual billing for chargeable work completed and perform monthly reconciliation of this account.
• Is a contact for Plant Operations involvement in special events, including Orientation, Commencement, Homecoming, and the Spring Fair.
• Attend meetings with shops and directors of Plant Operations and working as the point of contact for preventative maintenance specifications entry and status changes.
• Review completed work orders for PMs to make sure the information provided from the technicians and shops are entered into specifications and assets promptly before closing.
• Generate Campus mailings and announcements, including utility annual shop notices, and requests for information.
• Maintains up to date contact lists for all buildings.
• Work with Shop Supervisors to generate key performance indicating reports in the CMMS.
• Generate work requests for database scheduler, Clockworks.
• Assign technicians from HVAC and Plumbing Shops to tickets according to their zones.
• Tracks asset information for preventative maintenance work for shops repairs, renovations and preventative maintenance.
• Updates Facilities calendar of events for the Homewood Campus for notifying and reminding shops.
• Generate monthly gas billing spreadsheets for Homewood Campus and report them to finance department.
• Work with Finance and Carrol Fuel to confirm invoices to the company's website, so that it can be approved for payment.
• Review weekly error reports for billable work orders and make sure the requestor for the ticket is contacted to retrieve correct information for payment.

Special Knowledge and Skills

Minimum Qualifications