Facilities Clerk

Job Summary:

This role main function is to support CMMS data base accuracy and quality of data entered in the system by all parties. Directly supports Facilities Office Manager.

Supervisory Responsibilities:

• None

Duties/Responsibilities:

• CMMS (Asset Essential & Capital Forecast)
  • Assign work orders in the system as instructed by Chief Engineer.
  • Enters contractor service work on each asset as completed on Asset Essentials.
  • Enters projects on Capital Forecast including cost and all supportive documentation.
  • Update’s equipment replacement and attached all related maintenance routines.
  • Maintains all warranties information related to assets and systems.
  • File all hard copies orderly.

• Supports Facilities Administrative Assistant in the following as assigned by Facilities Director,
  • Process invoices operational manager approvals for payment authorization to accounts payable.
  • Purchasing
    • Research parts
    • Orders monthly operational supplies
    • Orders non-recuring purchases
    • Process service station gasoline purchase as per Director of Security directions.
  • Contacts contractors for immediate services as needed.
  • Responsible of maintain all services contracts information up to date as follows,
    • Certificate of insurance
    • Original signed contract on file, scanned copy available on the share drive
    • Manage contract due dates.
    • Assure use of DAC contract template in all service contracts.
  • Update and post weekly engineer schedule as per Chief Engineer directions.
  • Reports and maintain KPI’s data base for Engineering and Security Departments.
    • Weekly Preventive Maintenance percentage
    • Security Internal and External patrols
  • Maintain and keep city and state regulatory licensing.
    • Keep tracks of elevator inspections.
    • Creates and update outlook calendar.

• Required Skills:

• • Must be detail orientated on using bookkeeping databases, spreadsheets, and software.
  • Be able to post financial transactions in databases.
  • Producing a variety of reports including CMMS and financials.
  • Checking for accuracy in reports, figures, and postings.
  • Reconciling and reporting any discrepancies found in the records.
  • Interacting with management, vendors, and members, as necessary.
  • Must be flexible to work as business needs change.

Education and Experience:

• High school diploma or equivalent.
• At least two years related experience preferred.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift to 15 pounds at times.