Facilities Services Representative

Job Summary

This position will be responsible for administrative functions in support of the Facilities Department. This position will also develop, coordinate and execute a variety of projects and initiatives in support of the Company’s Facilities and Project Management department.

Essential Job Duties and Responsibilities

  1. Demonstrate Core Values of Excellence, Trust, Care and Growth in performing all aspects of position.
  2. Maintain a positive work environment by behaving and communicating in a manner so that you get along with families, co-workers and management.
  3. Remain up-to-date on Paycom reading as assigned.
  4. Provide overall administrative support to the Facilities Department.
  5. Provide exceptional customer service to all field and home office associates, vendors and contractors.
  6. Coordinate and maintain the daily project list for Facilities Department, communicating with contractors and Facilities staff and direct the recording activities and progress.
  7. Maintain and update TMA® by processing work order requests, work order progress and administration, including project maintenance.
  8. Project coordination of limited, single projects which are usually short term or repetitive.
  9. Research, track, maintain and enter Certificates of Insurance into TMA® on all facilities- related Independent Contractors. Obtain renewal certificates as needed.
  10. Administer, maintain, update and coordinate the software/web access to Brivo® controlled access system.
  11. Docuware® System Administration. Indexes scanned images, retrieve records for department staff and review and approve location invoices related to facilities or specific projects. Reconcile invoices and/or statements to work tickets and jobs.
  12. Process Site Visit Evaluation documents and record and post findings.
  13. Purchase items for projects and orders, as needed.
    a. Signage, equipment, consumables and project materials as directed.
    b. Fulfill NewcomerCart orders as needed
  14. Maintain site visit evaluation files. Review tasks resulting from site visits. Respond with necessary tactics to implement corrections/improvements related to insufficient performance or failure to maintain or meet standards/expectations.
  15. Develop, establish, maintain and track approved vendors.
  16. Implement maintenance programs (i.e., carpet rotations, cleaning, etc.) as identified or requested.
  17. Coordinate OSHA related facility repairs.
  18. Coordinate and execute all facilities purchasing requests. This includes all standardized or industry specific products for existing facilities and all products for new facilities (except marketing materials). This includes researching products/vendors, obtaining quotes/best pricing, determining if bulk pricing opportunities exist resulting in cost savings and executing contracts and/or agreements.
  19. Establish and maintain property project management. Track estimates, invoices, completion dates, and final costs.
  20. Develop and implement a matrix of all facilities assets (i.e. inventory).
  21. Coordinate and maintain standard products and vendor relationships.
  22. Research, develop and implement special projects and initiatives as identified (i.e. warrantied products, utilities bidding, stericycle, program management software, etc.).
  23. Maintain schedule and task list for new facility openings. Coordinate the shipping of materials for new facilities provided by Home Office staff.
  24. Coordinate and schedule meetings between the Facilities Department and all respective departments to improve and maintain a high level of inter-company communication and effective work flow.
  25. Light housekeeping to keep the facilities and grounds in perfect order. This includes keeping work areas tidy, picking up litter on the grounds and general straightening up.

The above duties are neither intended to be an all-inclusive list of duties and responsibilities for this position, nor are they intended to be a listing of prerequisite skills and abilities.  The purpose is to describe the general nature of the position.

Job Requirements and Physical Responsibilities

  • A two-year college degree or completion of a specialized course of study, or job specific skills acquired through on-the-job training.
  • Minimum 3 years of experience in business administration, construction or facilities maintenance field.
  • Demonstrated project management skills including the ability to manage multiple projects, prioritize workload and meet deadlines.
  • Experience with facilities management software, preferred.
  • Excellent verbal and written communication skills.
  • Ability to work effectively in a team environment and to build relationships is critical as this person will interact with the facilities team, Home Office, funeral home and cemetery staff, as well as vendors and contractors on a daily basis on various projects.
  • Ability to operate successfully with limited direct supervision.
  • Strong attention to detail.
  • Demonstrated expertise with MS Office Products including PowerPoint required.