What You Will Do:
The Facilities Management Coordinator is responsible for the effective and efficient operation of the office. Maintains call center, assigns work orders and provides a variety of administrative duties for the Facilities Management Department serving two hospitals and all off-site facilities.
Works with Director and Manager of Facilities Management to coordinate work assignment of various trades.
Maintains and updates work order program.
Assures that work order board is complete and up to date on a daily basis.
Answers telephone, screens and directs call, provides general information, takes and relays messages, records maintenance work order requests and routes to appropriate personnel for completion.
Greets and directs visitors, answers general inquires.
Schedules meetings/appointments/special events, prepares materials, agendas, as necessary; makes arrangements for location, refreshments, and audio-visual equipment, as required.
Establishes and maintains files, obtains information, as required.
Inventories and orders office supplies, follows up on orders.
Accurately and daily maintains petty cash fund.
Reviews payroll printout and reviews with employee any problems for them to correct. Biweekly processes payroll by twelve noon and verifies attendance records with supervisor. Prepares payroll correspondence as necessary.
Daily sorts, screens and date-stamps incoming mail.
Operates various office equipment; oversees the care and maintenance of equipment; arranges repairs, as necessary.
Assists the Director as needed in preparing reports and developing procedures for review of reports and manuscripts, in compliance with hospital and other agency requirements.
Accurately types/transcribes, proofreads, and edits correspondence, reports, minutes, forms, etc., distributes/sends, collates and assembles reports and documents, maintains departmental procedure manuals.
Strives to achieve excellence of service as described in the Care Commitments.
Responds to the Shore Health emergency codes as trained and assigned.
Responsible for honest behavior in all matters. To the best of the employee’s knowledge and understanding, complies with all Federal and State laws and regulations.
Maintains the privacy and security of all confidential and protected health information. Uses and discloses only that information which is necessary to perform the function of the job.
Performs related duties as assigned.
What You Need to Be Successful:
High school diploma or equivalency.
Minimum of three years of secretarial experience or equivalent training.
Demonstrated ability to type 45 wpm accurately on typewriter and/or word processing equipment.
Demonstrated verbal and written communication, interpersonal, and organizational skills.
We are an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.