"Enterprise Building Coordinator"

Job Details

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

Qualifications
Do you have the skills?

• Bachelor’s degree and two years of experience in performing professional level work in the field. Acceptable is an equivalent combination of education and qualifying professional experience that would provide the skills, knowledge, and ability needed to fulfill the duties assigned to the position.
• Knowledge of modern office management, practices procedures and equipment.
• Must exhibit enthusiastic support or passion for the environmental mission of the Institution.
• Ability to embody both internal and external marketing and communications and conduct self professionally.
• Ability to prepare and maintain accurate and complete records and files.
• Ability to interpret and apply a variety of rules, regulations, statutes, policies and procedures relating to Insitutional operations.
• Ability to maintain the highest confidentiality of information and materials.
• Team player with the ability to establish and maintain cooperative working relationships with coworkers, staff, faculty and administrators.
• Ability to exercise good judgment and discretion analyzing and resolving confidential, difficult and sensitive situations.
• Ability to communicate effectively both orally and in writing.
• Knowledge of and proficiency in the utilization of standard office productivity software programs (e.g., MS Office Suite, Excel, Access, PowerPoint, email), personal computers, and the Internet.
• Ability to gain proficiency in the utilization of position-specific software programs such as eMaint, Key Management, etc.
• Understanding of, and sensitivity to and respect for the diverse academic, socioeconomic, cultural, disability and ethnic backgrounds of Unity Environmental University’s students, faculty, staff and community.
• Ability to function effectively within a matrix organizational structure, maintaining open lines of communication while being discreet, courteous, and well poised.

Location: Pineland Farms, New Gloucester, Maine
Just a half hour from Portland, Unity Environmental University Headquarters, Unity Environmental University Distance Education, The Technical School for Environmental Professions, and the School of Environmental Business & Sustainable Ventures are based at the Pineland Farms campus. The facilities are within easy access to one of the fastest-growing cities for startups in the country.

Work Schedule:
Work hours are specific to the requirements of this position and can include days, evenings, and weekends as scheduled by their supervisor to best support students. Working extended hours required as needed. Must be flexible and cooperative in fulfilling responsibilities and meeting the Institution’s needs. Although Unity Environmental University employees are generally scheduled to work at their specifically assigned locations, there are times when travel is necessary, and employees are required from time to time to attend events, meetings, or work temporary assignments at any Unity Environmental University location.

Physical Demands:
While performing the duties of this job, it is regularly required to sit and talk or hear. The employee is occasionally required to stand or walk. The employee must occasionally lift and/or move up to 40 lbs. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus. The use of either hand for repetitive movements such as grasping, grasping and turning, and fine manipulation is required as is the ability to use the telephone for internal and external communications.

Company Perks:
Unity Environmental University offers a comprehensive and competitive compensation and benefits package for its faculty and staff. Benefits for eligible employees include:

• Paid holidays off
• 4 weeks of PTO
• Medical, Dental, and Vision Insurance
• Short- and Long-term disability
• Life Insurance
• Retirement Plan with up to 8% match
• Relocation Assistance