Office Coordinator - Hunterdon Healthcare : Job Details

Position#Summary The Office Coordinator performs all clerical functions for the Facilities Management Department. Willingly and readily assists all internal and external customers as needed, looking beyond individual scope of service. Assists customers through resolution of problem whenever possible. #In instances where assistance cannot be provided personally, directs customer to the appropriate individual and/or location. Serves as portable radio and work order dispatcher for facility related issues. Performs other duties as assigned. Primary Position Responsibilities 1. Serves as a customer service liaison for the Facilities Department by answering and making phone calls, processing mail/emails, and creating and dispatching work orders. 2. Creates requisitions # orders material(s) and services, processes all purchase orders and invoices for vendors, utilities # retail. 3. Computes and maintains all financial and department documents such as utility bills, logbook(s), and statistical reports. Creates and maintains departmental data spreadsheets# 4. Assist with scheduling of appointments and meetings. 5. Processes payroll closing and prepares for Director review and approval. Work Contact Group (Internal/External) Department employees, Hospital employees and Vendors Reporting Relationships Reports to (position): Administrative Director of Facilities Supervises (position(s): None Qualifications Minimum Education: Required: High School Diploma or Equivalent Preferred: Formal training in computerized maintenance management systems Minimum Years of Experience (Amount, Type and Variation): Required: 2-4 years of customer service, clerical and materials management duties 2-4 years working with Computerized Maintenance Management Systems (CMMS) Preferred: 4 years of customer service and clerical duties Experience in healthcare or institutional maintenance or facilities services License, Registry or Certification: Required: None Preferred: None Knowledge, Skills and/or Abilities: Required: Computer skills Proficient in Microsoft Office # Google Applications Knowledge with Computerized Maintenance Management Systems (CMMS) Excellent in customer service and written and verbal communications skills. Preferred: Knowledge of parts clerk functions Knowledge of construction and trades Working knowledge of building automation systems

Position Summary

The Office Coordinator performs all clerical functions for the Facilities Management Department. Willingly and readily assists all internal and external customers as needed, looking beyond individual scope of service. Assists customers through resolution of problem whenever possible. In instances where assistance cannot be provided personally, directs customer to the appropriate individual and/or location. Serves as portable radio and work order dispatcher for facility related issues. Performs other duties as assigned.

Primary Position Responsibilities

1.

Serves as a customer service liaison for the Facilities Department by answering and making phone calls, processing mail/emails, and creating and dispatching work orders.

2.

Creates requisitions & orders material(s) and services, processes all purchase orders and invoices for vendors, utilities & retail.

3.

Computes and maintains all financial and department documents such as utility bills, logbook(s), and statistical reports. Creates and maintains departmental data spreadsheets

4.

Assist with scheduling of appointments and meetings.

5.

Processes payroll closing and prepares for Director review and approval.

Work Contact Group (Internal/External)

Department employees, Hospital employees and Vendors

Reporting Relationships

Reports to (position):

Administrative Director of Facilities

Supervises (position(s):

None

Qualifications

Minimum Education:

Required:

High School Diploma or Equivalent

Preferred:

Formal training in computerized maintenance management systems

Minimum Years of Experience (Amount, Type and Variation):

Required:

* 2-4 years of customer service, clerical and materials management duties

* 2-4 years working with Computerized Maintenance Management Systems (CMMS)

Preferred:

* 4 years of customer service and clerical duties

* Experience in healthcare or institutional maintenance or facilities services

License, Registry or Certification:

Required:

None

Preferred:

None

Knowledge, Skills and/or Abilities:

Required:

* Computer skills

* Proficient in Microsoft Office & Google Applications

* Knowledge with Computerized Maintenance Management Systems (CMMS)

* Excellent in customer service and written and verbal communications skills.

Preferred:

* Knowledge of parts clerk functions

* Knowledge of construction and trades

* Working knowledge of building automation systems