Enterprise Building Coordinator

The Opportunity:

The Enterprise Building Coordinator will oversee the daily operations of Freeport Hall to ensure an efficient, effective, and safe environment. The Building Coordinator will manage the work order and preventive maintenance system, coordinate facilities resources and equipment access, and address maintenance concerns for Yarmouth and Raymond Halls by making appropriate referrals to Facilities Management on the Pineland Campus. . The Building Coordinator must provide a high level of customer service by being welcoming, working effectively with employees and visitors, and assisting with any questions or issues that arise. They must be knowledgeable about the events and programs taking place in the buildings and demonstrate the ability to answer questions, address concerns, and consult with colleagues as needed to resolve any situation that may develop. The Building Coordinator is responsible for streamlining administrative procedures, handling building deliveries, checking-in visitors, and vendors, maintaining operations of multi-functions printers and other shared resources. This position is also responsible for arranging for internal office moves, scheduling conference rooms and special use of classrooms.

The work requires an energetic professional who does not mind wearing multiple hats, be hands-on, and is experienced in handling a wide range of administrative and operational support-related tasks while being able to work independently with little or no supervision. The Enterprise Building Coordinator needs to be well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and changing tasks.

Day to Day Responsibilities:

• This position serves as a point person for all matters related to Freeport Hall and the other Unity Environmental University (Yarmouth and Raymond Halls) operated buildings at Pineland Farms as assigned.
• Orders, maintains, and distributes office supplies for the building, including the printer cartridges, toner, and paper for the multi-function printers.
• Manages visitor access to the Freeport building by signing in all guests and ensuring they provide the purpose of their visit and the contact information of the individual they are meeting.
• Manages relationships with vendors, service providers and the landlord, ensuring that all items are invoiced and paid on time.
• Promotes a safe and healthy campus environment by coordinating maintenance activities, supporting the efficient management of work orders, and troubleshooting equipment when appropriate to restore basic function before Facilities Management intervention.
• Oversees inventory and stockroom operations, ensuring materials, supplies, and waste management are handled responsibly and in alignment with Facilities Management standards.
• Maintains accurate equipment and maintenance documentation, supporting consistent recordkeeping and coordination with Facilities Management.
• Supports business processes by coordinating billing, vendor payments, and vehicle operations in collaboration with Facilities Management and relevant campus units.
• Maintains confidentiality and exercises discretion with private and/or sensitive information.
• Assists with budget activities of the facilities management unit and monitors expenditures on funds. Creates Purchase Orders as needed.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion and provide effective and pleasant customer service.
• Performs a wide range of advanced clerical duties related to the operation of the office; serves in a liaison and/or resource capacity on projects and assignments and maintains communication pipeline with supervisor and leadership.
• Provides liaison functions between staff at all levels, and members of the public who contact the office and coordinates with the Public Safety Officer.
• Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands; schedules meetings and conferences, sets appointments.
• Cares and maintains indoor plants.
• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities. Utilizes CMMS (e-Maint) for all work orders including their creation, assignment, and closure.
• Responsible for the facilities day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.). Responsible for maintaining key inventory by way of key management software.
• Engages in cross-training with other positions such as the Educational Technologist to provide job coverage as needed.
• Participates as needed in recruitment and retention efforts or new projects.
• Consistently communicate challenges, successes, and setbacks to the supervisor and leadership, proactively identifying potential issues that may arise within the building, and provide a weekly summary of these observations
• The Building Coordinator (BC) supervises the van drivers who transport students residing in the University of Southern Maine residence hall to campus. The BC reserves vans through the e-eMaint system for the fiscal year to support In-Person Education (IE) and creates a van schedule aligned with each academic term. The BC stays in regular communication with the IE Dean of Academics to ensure the van schedule aligns with the academic calendar and checks in weekly about any early class releases so the van can be prepared for transport outside the regular schedule. Additionally, the BC is responsible for fueling the vans and reporting any maintenance concerns to Facilities
• The Building Coordinator (BC) is responsible for the upkeep and maintenance of the Testing Center. The BC proctors tests scheduled by the Metro Institute maintains weekly communication with the Metro Institute to ensure all required software and network systems are functioning properly. The BC also ensures that students sign in and follow all procedures outlined by the Metro Institute. They will maintain a monthly total of test and revenue gains and at the end of the fiscal year create a year report.
• Other duties as assigned include but not limited to assisting with other Enterprise level Facilities Management tasks relating to other Unity Environmental University campuses