Facilities Services Coordinator 2
Western Washington University - Bellingham, WA

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The Facilities Services Coordinator 2 administers the preventive maintenance (PM) program for all facilities, grounds and utilities at WWU. The Coordinator is responsible for asset inventory management of any asset requiring preventive maintenance; documents PM data from all shop supervisor, specific skilled trades, and from data sources (including manufacturer recommendations) in the FAMIS Computer Maintenance Management System; performs field surveys of facilities and equipment; identifies and documents preventive maintenance work scopes, task frequencies, and crew needs to meet scheduled tasks; and monitors and tracks performance of PM work throughout all shops and their adherence to PM schedules. The Facilities Services Coordinator 2 works closely with customers, maintenance shops, and maintenance staff in documenting this program to ensure compliance with customer needs, equipment manufacturers' requirements and service intervals based on frequency of use. For all customers, the Coordinator recommends an annual PM budget for their area of funding responsibility, revising the PM program to meet their budget requirements and fully informs customers on the impacts of their PM budget decisions.

This position is part of a Washington Federation of State Employees bargaining unit. New employees are required to meet the membership requirements of the current collective bargaining agreement within 30 calendar days of employment.

About the College/Department: Facilities Management (FM) is a division of Business and Financial Affairs (BFA). It supports the educational mission of the University by providing maintenance and operations services for students and staff occupying academic, auxiliary, and residential facilities on the Western Washington University campus totaling approximately 3.4 million square feet. This position is charged with ongoing development, implementation, and oversight for the Preventive Maintenance (PM) Program supporting all FM operations in campus buildings and utility systems.

Position Responsibilities:
  • Preventive Maintenance Program Development:
    • Coordinate, implement, and maintain a PM program for building equipment, components, and systems including mechanical, electrical, controls, life safety systems, roofing, exteriors, interiors, furnishings, specialized equipment, grounds, kitchens, appliances, and utilities for over 100 academic, auxiliary, & residential facilities and associated multiple site utility systems
    • Administer and facilitate the equipment/components/systems database for which preventive maintenance is required; this includes comprehensive surveys of all building systems and major equipment, components and systems - observing and documenting condition and identifying specific information required to maintain the asset; utilize the expertise of shop supervisors and skilled trades as needed
    • Work closely with maintenance shops, maintenance staff, and customers to develop and document accurate PM scopes for all building systems and major equipment
    • Document all PM scopes and frequencies required to be in accordance with manufacturer’s requirement and skilled trade input
    • Recommend an annual budget for the various campus asset funding authorities/ customers
    • Work closely with the campus asset funding authorities/customers to set their annual PM budget based on the PM Coordinator's recommendations
    • Coordinate the activated PM scopes and frequencies to meet customer budgets
    • Fully inform the customers on impacts of their budgetary decisions when they deviate from recommendations and assist them with budget requests to meet recommended needs
    • Determine the crew FTE schedule requirements to meet the customer budgets
    • Coordinate with the FM Scheduler and planning staff to determine the FTE available for PMs
    • Coordinate the FTE availability with the customer budgetary and scheduling needs
    • Work closely with customer groups to identify specific time periods for performance of preventive maintenance to minimize disruption of normal operations, yet schedule PM work throughout the entire year
    • PM data input and accuracy
    • Work closely with FAMIS system team and FM administration to identify and ensure accurate, timely reporting for program metrics
  • Preventive Maintenance Program Implementation:
    • Coordinate and redistribute the assigned crew FTEs to accomplish the approved/activated PMs to best balance FTEs availability, the customer's budget, and scheduling needs; document the process to update PM schedules when needed and automate where possible
    • Work closely with each shop supervisor to ensure the FTE per crew/trade being assigned to meet PM work orders in FAMIS are assigned and scheduled in accordance with the intervals established during program implementation
    • Provide periodic report updates to the asset managers funding preventive maintenance to ensure they have full knowledge of what work is being performed in their buildings; actively monitor completion rates for all PM work orders in FAMIS, following up on any work orders not being performed in accordance with the established schedule
  • Preventive Maintenance Program Management and Quality Control:
    • Actively monitor all PM work orders open, completed, on schedule, and behind schedule
    • Actively follow up on any lagging or problem work orders
    • Follow up with shop supervisors and FM management on PM performance
    • Meet regularly with the campus asset managers funding preventive maintenance to ensure their understanding of the program and receive input on evolving needs
    • Update PM scopes and schedules as equipment or building systems change, are replaced, or as field technicians recommend modifications to established procedures based on actual conditions
    • Other duties as assigned
  • Preventive Maintenance Program Performance Metrics:
    • Monitor work order volumes for reactive, preventive, and corrective maintenance at start of program and at specific intervals to track impact of program
    • Summarize and present findings as requested to illustrate the benefits on the PM Program
    • Track cost benefits of PM Program to illustrate effectiveness of the program
  • Working under broad programmatic guidelines:
    • Coordinate PM project tasks for skilled trades and maintenance staff; plan and coordinate PM projects
    • As required, review and approve contractor cost estimates and work scopes for contracted PM work
    • Work with shops and skilled trades to identify solutions, methods and processes for maintenance tasks
    • Plan and coordinate PM projects
    • Review and approve contractor cost estimates and work scopes for contracted PM work
    • Provide input on specifications of new equipment and building systems
    • Working in conjunction with FM Quality Assurance Program manager and Facilities Development and Capital Project office on Public Works project reviews, contribute to the planning and scope development of major projects, including plan review, comments, and field assessments of work
    • Work in conjunction with the scheduler to schedule and assign PM work to all maintenance shop staff; monitor PM work order volume and aging and coordinate the flow of work for maximum efficiency and minimum backlog
    • Under general supervision, prepare reports and summaries on various maintenance issues
    • Interact with all levels of management and staff within FM and other University departments, vendors, and outside contractors to manage the quality and flow of preventive maintenance work; work diligently to ensure good customer relations with external and internal clients
    • Physically perform essential job functions with or without reasonable accommodation to include, but not be limited to:
      • Standing/walking (constantly to 35% of the time)
      • Sitting at computer or sitting at work station (constantly to 65% of the time)
      • Lifting Carrying (10 - 50 lbs 10% of the time)
      • Bending/twisting/crouching/kneeling/squatting - to perform duties above
      • Access small areas (occasionally) - these areas may be between ducts, inside ductwork, in access holes, under floors, or in crawl spaces
Required Qualifications:
  • Described demonstrated experience in administering, documenting, and/or coordinating a preventive maintenance program for at least one component or system or equipment type within a large commercial or industrial facility or institutional environment
  • Described demonstrated ability to effectively administer, facilitate, refine, and/or coordinate a complex database program and problem solve with minimal direction or supervision
  • Described proven ability to work successfully under pressure, to coordinate and prioritize multiple tasks, schedule work, and meet commitments
  • Described demonstrated technical knowledge of building and utility systems
  • Demonstrated ability to read and interpret construction drawings
  • Demonstrated ability to work well with diverse groups in a multicultural setting and to be responsive to the needs of facilities staff as customers in a fast-paced, challenging educational environment
  • Intermediate level skills in using computer software applications and systems
  • Valid driver’s license
  • Physical capabilities to perform essential functions

Preferred Qualifications:
  • Journey level status in a skilled trade
  • Successful prior leadership of full-time staff employees
  • College/university experience with specific experience in performing/overseeing facilities maintenance
  • Experience working in a bargaining unit environment
  • Demonstrated ability to foster a strong, cohesive team environment and work in a fast-paced, high performing work place where deadlines are critical and both internal and external customers are demanding
  • Demonstrated success in a preventative maintenance program in a complex and diverse work environment
  • Demonstrated excellent time management, organizational and administrative skills

Academic Emphasis: N/A

Job Location: Western Washington University , Bellingham, WA

Salary: Salary range is $3377 - $4429/month (Current employees refer to section 43.7 of the WFSE bargaining unit contract).

Bargaining Union: B

Application Instructions and Requested Documents: Please log in below and submit your application via WWU's Electronic Application System for Employment (EASE). Note: You will need to be using Internet Explorer to fully utilize our online application system.

A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications. You may cut and paste or upload your resume and cover letter as noted on the EASE application.

Please complete the education and work experience section of the EASE application and submit the names and contact information of three professional references.

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