Overview

POSITION SUMMARY

The Facilities Coordinator acts as the main coordinator and dispatcher for all requested work to be performed by the Facilities department.  This position is responsible for answering phones for emergency requests, dispatching facilities personnel, generating work orders and updating work order records.  This individual plays a key role in conveying facility and equipment related information between staff/faculty of the Copia and Greystone campuses and facilities personnel.  The Facilities Coordinator maintains the CIA’s work order request system, and provides reports from the system as requested.  This individual leads purchasing activities for the Facilities department, and will assist in budgeting, reporting and in financial activities for the California Campus Facilities department.

 

ESSENTIAL RESPONSIBILITIES

  • Accepts work requests via the work order system for maintenance requests. Accepts requests via email or phone in emergency situations.  Determines priority and urgency of incoming requests.
  • In consultation with the Facilities Manager, dispatches facilities employees and communicates details of requests to appropriate personnel.
  • Assists with work request inquiries, follow-up questions or issues related to complete and/or outstanding work requests, including contacting and communicating with facilities staff for status updates.
  • Maintains the work order system, including appropriate updates to the database, including name and department changes, and status changes for new hires and employee separations.
  • Monitors expenditures, reconciles budget reports, analyzes data and reports findings to Facilities Manager.
  • Under the direction of the Facilities Manager, prepares purchase requests for large equipment, contracted services and capital purchases. Prepares purchase requests for small equipment, replacement parts and other requirements ordered by trades personnel.
  • Processes all departmental invoices for payment.
  • Communicates with vendors regarding insurance requirements, and ensures that all required documentation is in place prior to contractors working on the property. Receives vendor certificates of insurance, verifies compliance with CIA requirements and monitors expiration of coverage.
  • Identifies deficits and discrepancies in proposed coverage and communicates to the Facilities Manager.
  • Works with vendors regarding contract, purchasing and invoice related issues.
  • Assists the Facilities Manager with bid and re-bid of department contracts upon expiration, including securing competitive bids, preparing of bid documents, and receipt of bids.
  • Identifies gaps in asset tagging of kitchen equipment and works with facilities personnel for tagging.
  • Works with Facilities team to set preventative maintenance schedules, and sets up individual tasks to be performed in the work order system.
  • Develops and maintains work procedures and processes.
  • Generates management reports as requested, including but not limited to outstanding work orders, work order response times and overtime reports.
  • Maintains files for the Facilities Department.
  • Assists with administrative and office support functions as needed.
  • Any and all other duties as assigned.

REQUIRED QUALIFICATIONS

Education:

  • High School Diploma or GED required.

Experience:

  • Minimum of three (3) years of experience working in an office or customer service environment.

Licenses / Certifications:

  • Valid Driver’s License.

PREFERRED QUALIFICATIONS

  •  Associate’s Degree desired.
  • Previous work experience in a Facilities or Maintenance department strongly preferred.
  • Knowledge of finance, purchasing, vendor contract forms and contract negotiations skills.
  • Previous purchasing experience.

REQUIRED SKILLS

  • Strong computer experience, which must include abilities to work effectively with MS Office Suite products, i.e. Word and Excel.
  • Strong teamwork and interpersonal skills; ability to be adaptable, dependable and handle multiple priorities simultaneously.
  • Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands.
  • Demonstrated ability to show a high level of service responsiveness to customers.
  • Excellent written, verbal communication skill required.
  • Strong analytical and problem solving skills.
  • Regular work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
  • Must display a high level of energy and self-motivation.
  • Ability to work independently or in a team environment and maintain collaborative relationships.

WORKING CONDITIONS

Must be able to work overtime on nights and weekends as required by business needs.
Must be able to work at both locations of the CIA California Campus (Greystone in St. Helena, CA and Copia in Napa, CA). Must possess own transportation in order to travel between locations during the work day as required.
Able to bend, stoop or reach as needed.
ADDITIONAL INFORMATION

At The Culinary Institute of America, it is important to us that we support our employees with a substantial and meaningful package of benefits.  We believe in supporting our employees with benefits to assist with work life balance.

Benefits are offered based on the position type and status. Benefits offered may include;

  • Medical and prescription drug plan
  • Dental plan, Vision plan
  • Insurance: Life, Home, Auto, even Pet!
  • Short- and long-term disability plans
  • Generous paid time off programs, including paid holidays
  • Retirement savings plan 403(b) with company contribution
  • Employee assistance program
  • Tuition assistance programs
  • And more!

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About The Culinary Institute of America

The Culinary Institute of America is looking for diverse, talented, and passionate people whom embody our values of excellence, leadership, professionalism, ethics, and respect for diversity.  Here at the CIA, you will find a supportive workplace and tools to help you achieve professional and personal growth.  We offer a wide variety of career opportunities, all of which contribute to the CIA’s mission of providing the world’s best professional culinary education.  Our employees are essential to the fulfillment of this mission, lending their passion, professionalism, skills, and knowledge to help the CIA maintain its position as the world’s premiere culinary college.