Support Services Coordinator

POSITION SUMMARY

Under the supervision of the Manager of Facilities Support Services, the Support Services Coordinator is responsible for providing general maintenance and facilities support for the entire college community including completing work orders.

This position will assist with event setups, office moves, classroom inspections, and make deliveries throughout the campus.

This position will also be responsible for mailroom duties including mail pick up, sorting and distributing incoming and outgoing mail and packages.

This position interacts with faculty, staff, and students.

This position is required to work on-site and is not hybrid.

DUTIES & RESPONSIBILITIES

• Receive, manage, and process work order requests; ensure problems are resolved quickly.
• Maintain physical space, ensuring a safe, clean, and functional environment this includes maintaining / updating building signage.
• Perform repairs to general office, and furniture using common hand tools.
• Perform building rounds and report all findings to their supervisor through verbal, email, and or work order communications.
• Coordinate and execute the upkeep of all facilities with cleaning vendors and other facility staff through the 360-work order program.
• Coordinate and execute classroom setups and room inspections; office moves including furniture installations / deinstallations.
• Support departmental and / or college-wide events including set-up / take-down of tables, chairs, and general presentation of building and / or spaces.
• Respond to urgent requests promptly. Coordinate services with vendors / contractors as needed.
• Monitor vendors / contractors for service quality. Recommend and implement approved changes.
• Maintain and manage furniture assets and supplies inventory of furniture and / or supplies. Order supplies and materials needed for repairs and maintenance.
• Coordinate the waste diversion and recycling program to meet department goals in sustainability through the Green Buildings Program guidelines.

Manage outside vendors and maintain monthly diversion reports.

Assist with general maintenance such as landscaping, light bulb replacement, hanging pictures etc.

Shipping / Receiving Services

• Receive goods and verify the quality and tracking of all items unloaded from trucks, and trailers; checks against suppliers’ count and immediately reports discrepancies to carriers.
• Notify supervisor of major discrepancies, over-shipments, or substitutions.
• Complete information on damage claims for in-transit damage.
• Transport materials on shipping dock with a hand truck or other vehicle as needed. Load trucks using a forklift.

Mail Services

• Sort and deliver incoming mail including notices and memoranda by department and / or employee to ensure timely distribution.
• Coordinate with department to facilitate timely and secure distribution of mail (incoming / outgoing and interoffice) and packages.
• Operate mail machines including shipping, mailing and postage meter equipment. Program meters and handle minor repairs.

Report issues to immediate supervisor.

• Process and weigh outgoing mail.
• Maintain records of receipt, mailing dates, and other required information.
• Replenish postage on the postage meter as needed. Stock supplies needed for the mailroom.

Other Duties

• Participate on emergency preparedness planning team. Function as a first responder in an emergency; follow college protocol and assist with building evacuations.
• Position requires flexibility for night and weekend support; may require over-time or altered scheduling throughout the year to support large scale events, departmental projects / activities, etc.
• Provide transportation services like driving van for pickups and deliveries, both on and off campus.
• Provide backup support across the Facilities Operations team as needed.
• Perform other related duties and / or responsibilities as assigned or required.

Qualifications

• High School diploma required.
• Must have valid driver’s license and be comfortable driving through the City of Chicago.
• Experience with handling equipment for freight a plus.
• Must be able to perform work in a variety of weather conditions.
• Training and certification to operate forklift preferred, training available.
• Knowledge of general building maintenance preferred.
• Familiarity with postal equipment, regulations, and postal rates a plus.
• Strong self-motivation and ability to work as a team-member.
• Strong organizational and communication skills are essential.
• Ability to use and maintain tools and equipment necessary to perform work.
• Ability to read, write, perform mathematical calculations, understand, and follow generalized and specific work instructions, both oral and written.
• Ability to use a computer, email, Outlook calendars, EMS (Event Management System), and 360 Work Order systems.
• Proficiency with Microsoft Office preferred.
• Ability to walk, stand, bend, and lift for extended periods of time.
• Ability to perform tasks requiring some dexterity and mechanical aptitude.
• Ability to follow oral and written instructions.
• Ability to interpret and work from sketches and diagrams.
• Must be physically able to move and lift 50+lbs for extended periods of time.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee and is subject to change based on the needs of the department and / or college.

• At Columbia, we offer a rewarding work environment for our faculty and staff. We take pride in offering competitive benefits with affordable health, dental and vision coverage;
• flexible spending accounts; commuter benefit program, life and accidental, death & dismemberment coverage; paid and unpaid leave options;

work / life benefits; educational assistance programs; and retirement and financial planning benefits.

We invite you to join our talented faculty and staff and become part of our collective aspiration to ensure Columbia prepares students for success in their creative fields through innovation, engagement and real-world experiences.