Facility Coordinator, Law School at Vanderbilt… · Nashville

The Facility Coordinator is part of the Operations team within the Law School at Vanderbilt University and is a key individual contributor who supports and provides oversight of the physical needs of the Law School facility and its occupants, as well as managing building safety operations including routine security checks. This position coordinates and oversees facilities maintenance to ensure quality preventive and periodic maintenance, building security, contact with plant operations, and related services. This position monitors building problems and complaints and takes appropriate action to resolve them. This position also provides ongoing assistance as it relates to event building needs, security and access. This in-person position reports to the Operations Manager.

Vanderbilt Law School's national reputation has its basis in our rigorous academic program, which is developed and delivered by our faculty of top legal scholars. The Finance and Operations Administration Department supports the Law School in the areas of human resources, finance, administration, and operations. Vanderbilt Law School's Operations team is responsible for oversight, management, and assistance with the law school building which spans 178,000 square feet. This includes coordination of room scheduling, event set-up and tear-down, upkeep, and general maintenance.

Key Functions and Expected Performance:
Oversee and report to Operations Manager on operations of the physical plant (including building maintenance, utilities, housekeeping and security).
• Monitor electronic building request ticket system. Provide status updates to ticket requesters. Take action to solve problems and fill requests reported verbally or through the online system.
• Submit Facilities Service Requests to Work Management and conduct follow-up on all requests to ensure completion of work.
• Meet with Vanderbilt University Maintenance Operations or other parties for building problem-solving and to ensure requests are handled appropriately.
• Serve as Law School’s liaison with custodial staff to ensure that high quality standards of building cleanliness and maintenance are met.
• Provide quarterly assessment to Operations Manager of needed building maintenance improvements and enhancements to ensure building integrity (i.e., lighting, window cleaning, carpet cleaning, furnishings, and other building repairs).
• Manages and monitors security of building entrances through routine checks during the set business hours from Monday to Friday.
• Provide daily reports to the Operations Manager, including relevant information, observations, and surveillance
• Assist with building signage, keys, and building card access. Prepare offices for new hires, room changes, outgoing colleagues.
• Handle as needed building and/or security problems reported after hours.

Support services and coordination of classroom set-ups, storage area oversight, common area space and furnishings, and assistance with exam space preparations.
• Daily inspection and opening of classrooms to ensure that furnishings and teaching supplies are in place and readily available.
• Daily inspection of all common areas throughout building and set-up all furnishings in proper locations.
• Maintain building storage space, keep spaces in organized fashion, and ensure accurate inventory of materials and furnishings in storage.
• Assist during exams each semester by preparing spaces, managing access, and performing additional responsibilities as assigned from the Operations Manager.
• Facilitate daily deliveries from vendors and service providers for building occupants and constituents, including faculty, staff, administrators and students.

Special or annual projects and activities.
• Assist with planning and implementation of building evacuation drills and communication of Emergency Response Plan.
• Assist in annual relocation of building occupants and furnishings with the arrival of new faculty and staff.
• Assist in planning and implementing major relocations of occupants, office contents, and furnishings necessitated by building construction, renovation, and off-site relocations of law school employees.
• Compile data for report preparation or special projects as directed by supervisor.
• Assist with asset tracking, space survey, and capital property management.
• Serve as assistant Project Manager to the Operations Manager, coordinate physical space access for vendors and contractors, and facilitate renovation initiatives as directed

Supervisory Relationships:
This position may supervise part-time student workers who assist with events. This position reports administratively and functionally to the Operations Manager.

Qualifications:
• A bachelor’s degree or equivalent experience is necessary.
• Service-oriented with a minimum of 3 years of progressive experience in facilities, building maintenance, operations, and/or security is necessary.
• Law or security enforcement experience is preferred.
• Excellent interpersonal, relationship building, and communication skills are required.
• Detail oriented and organized with the ability to manage multiple projects and deadlines is required.
• Positive, collaborative, and engaged self-starter that thrives in customer interactions is required.
• Innovative, friendly, and positive personality enjoys learning and problem-solving is required.
• Skilled in general Microsoft Office software including Word, Excel, and PowerPoint is required.

Company