Office Coordinator, Building Engineering

Fullerton, California, United States Full-time

Position Title:                    Office Coordinator, Building Engineering

Reports To:                        Chief Building Engineer

Payroll Classification:       Hourly, Non-Exempt

Starting Salary Range       $16.55-$23.06

Priority Filing Date:           Open Until Filled

 

Under the supervision of the ASI Chief Building Engineer, The Office Coordinator, Building Engineer is responsible for the administrative support of the Chief Building Engineer as well as the Building Engineering Department. The Office Coordinator, Building Engineer must be self-motivated, able to conduct administrative duties with minimal supervision and carry out duties simultaneously.

 

  • Maintain an efficient and organized work environment; provide clerical assistance including composition of routine memos; respond to written and verbal inquiries.
  • Generates all work orders in the Building Engineering Office either by phone request, E-mail, and/or Building Engineering staff (to include Children’s Center). Close out and archive completed work orders using work order software.
  • Integrate work orders and periodically update applicable staff of work order status using work order software.
  • Prepare purchase order requests, check request and order office supplies as needed.
  • Prepare routing correspondence; manual revisions and various reports using Word.
  • Maintain preventive maintenance schedule and fill out weekly log sheet for maintenance assistant to ensure work is completed.
  • Set up and maintain serviceable filing system, to include records for project management, preventive maintenance, general maintenance, work orders, personnel, budget expenditures, and archive files.
  • Under the direction of the Chief Building Engineer, maintain and update the Building Engineering operating policies and procedures; assist in the development of new forms and procedures as required.
  • Assist the Chief Building Engineer in the development of the department’s annual and capital equipment budgets.
  • Maintain accurate records of budgetary expenditures, audit expenses to budget. Submit budget to supervisor and give updates on specific account balances when requested.  Monthly food service expense reports.
  • Perform receptionist duties, to include scheduling meetings, updating department calendar, screen, and distribute mail.
  • Serves as the ASI/TSU Receiving Clerk.
  • Assist in the training of student clerical employees.
  • Ensure customer service is conducted in a courteous and professional manner to all customers, students and campus community; evaluate customer service quality and make recommendations, if necessary. Recommend policy and procedural changes as needed.
  • Maintain consistent and effective communication with all department members and ASI department program managers, as needed pertaining to department business.
  • Assist the Chief Building Engineer with special projects as assigned.
  • Maintain a clean and safe work environment. Maintain strict adherence to safety procedures.  Conduct and/or attend regular monthly safety meetings as scheduled.
  • Certify and train staff and students who have a need to use the ASI/TSU electric cart. Schedule cart use on dates upon requests from departments, organizations, staff and/or students.
  • Assists in maintaining all access systems for the department including but not limited to keys, lock box, and Wi-Fi locks
  • Assists with all paperwork needed to start and maintain contracts as well as contracted work.
  • Ability to communicate with vendors and contractors in order to ensure a smooth project from start to finish.
  • Process all proposals and invoices to ensure compliance and payments for projects.
  • Other duties as assigned

Education and/or Work Experience Requirements:

Education:

High School diploma/GED required, BA preferred.

Experience:

Equivalent to four (4) years of progressively responsible general clerical duties and responsibilities that have provided the applicant with the knowledge and abilities as listed. 

  • Experience on a College or University campus environment is highly desirable.
  • Experience in providing customer service to a diverse population preferred.

 

Knowledge and Abilities:

Must be able to maintain confidentiality.

Ability to work effectively within a complex organization setting and a multi-cultural campus environment.

Knowledge of budget management and accepted cash handling methods and procedures.   Ability to monitor budget expenditures; prepare and maintain simple financial records; prepare and analyze budgetary data.  Demonstrated ability to develop and maintain detailed and accurate record systems.

Ability to independently interpret and apply a wide variety of complex policies and procedures; clearly explain a wide variety of complex procedural and policy application to students, campus community and the general public; assimilate facts and information quickly and relate them to situations/circumstances in order to advise others; ability to listen effectively and identify issues and concerns.

Ability to work independently, be self-motivated, able to prioritize duties, meet deadlines and productivity standards, and follow through assignments to completion. 

Ability to evaluate, develop and implement new procedures, practices, policies and methods as necessary.

Thorough knowledge of correct English, grammar, spelling and punctuation; thorough knowledge of efficient office methods, procedures and practices.

Possess effective written and oral communication skills, and strong organizational skills.

Work effectively with coworkers, customers and others by sharing ideas in constructive and positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress, timetables and issues; addressing problems and issues constructively to find mutually acceptable and practical business solutions; addressing others by name, title or other respectful identifier and respecting the diversity of our work force in actions, words and deeds.

Maintain compliance with all company policies and procedures.

 

Additional Requirements:

Typical Working Conditions:

  • Work is conducted in a busy, open, temperature-controlled office environment, and occasionally in the yard. Face-to-face and telephone contact with staff, students, campus community, other campus personnel and the general public. 

Physical Requirements:

  • Required to sit and input into computer for long periods of time, stand, talk, walk; manual dexterity and eye-hand coordination; corrected hearing and vision to normal range; clear verbal and written communication; use of office equipment including computer terminals, telephone, calculator, and other office equipment.
  • Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
  • Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.
  • Must be able to safely carry and lift objects up to 35 lbs.

Special Requirements:

  • Must be able to pass a urine drug screen.
  • Upon hire employment history and criminal background investigation will be completed.
  • May be required to drive occasionally as needed.  
  • Must fulfill responsibilities and sign ASI Limited  Mandated Reporter form.