Facilities Coordinator
Mass. Eye and Ear (MEE)

Job Info

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Mass Eye and Ear

Massachusetts Eye and Ear is an international center for treatment and home to the world's largest vision and hearing research centers. Mass. Eye and Ear clinicians are driven by a mission to find cures for blindness, deafness and diseases of the head and neck. Internationally acclaimed since its founding in 1824, Mass. Eye and Ear employs full-time, board-certified physicians who offer high quality and affordable specialty care that ranges from the routine to the very complex.

Mass. Eye and Ear is a member of Mass General Brigham and a teaching hospital of Harvard Medical School. In conjunction with Harvard Medical School, Mass. Eye and Ear is committed to the education of future health care professionals, as well as the education of the public concerning the prevention, diagnosis, and treatment of the diseases in its specialties and concerning the rehabilitation of patients handicapped by these diseases. In order to provide the highest quality of contemporary care and even better care in the future, Mass. Eye and Ear conducts laboratory and clinical research in its areas of specialty. Mass. Eye and Ear recognizes its obligation to serve as a source of excellence in patient care, teaching, and research in Massachusetts, the United States, and the world.

Full-time; 40 hours per week

POSITION SUMMARY:

The Facilities Coordinator is responsible for the day-to-day operations of the Facilities Department. Performs a variety of tasks specifically aimed toward the organizational mission which include but not limited to: general administrative support, daily control over data input sources, reports generation, information/documentation control, assist with planning of work scheduling, work order management, coordination and payments of contracted work and regulatory documentation. The purpose of the office coordinator is to provide front-line support to the department staff and Operational Leaders with a high degree of professionalism and autonomy.

ESSENTIAL FUNCTIONS:

Handles general administrative responsibilities. Responds timely to inquiries, email, calendar requests and activities related to departmental operations.

Schedules meetings, interviews, conferences and activities as needed by Operational leaders.

Maintains administrative calendars for appropriate Operational leaders.

Updates and maintains all office files and service contract records.

Maintains payroll hours for department staff.

Processes invoices and mage cost centers for Facilities Department.

Inputs and updates hospital's corrective and preventative maintenance program and issues all related work orders.

Organizes and assists in the processing and acquisition of Purchase Orders. Orders equipment and stock to adequately supply various shops such as electrical, plumbing, and carpentry. Processes invoices.

Organizes and maintains Facilities related files and regulatory paperwork.

Updates and maintains department specific policies and procedure manuals as requested by Operational leaders.

Assists in the coordination of maintaining the proper Environment of Care and Life Safety documentation for the main campus and off-site properties.

Assists with coordinating fire alarm tests, ensuring that all regulatory timelines and deadlines are met and the appropriate work, test, and maintenance is scheduled on time.

Coordinates facilities related projects utilizing staff and or vendors and materials in an efficient manner.

Ensure customer service needs are met by working to problem resolutions within own scope of responsibility and role, refers complaints that need a higher level of attention to manager.

Qualifications
EDUCATION AND EXPERIENCE:

Bachelor's degree or Associate's Degree with equivalent combination of education and experience.

Minimum 2 to 3 years of experience operating in an administrative capacity and/or work involving administrative project coordination.

Proficient working knowledge of Microsoft Office applications required.

Excellent communication skills (verbal/written), ability to work with a team and independently.

Must have the ability to handle multiple tasks.

Prioritization and organizational skills are essential.

Healthcare background preferred.

WORKING CONDITIONS:

Frequent sitting, occasional standing & walking, and lifting of 5-10 lbs.

PHYSICAL REQUIREMENTS:

Some lifting of small equipment (slide and overhead projectors), moving equipment on wheeled carts. Frequent sitting, occasional standing & walking, and lifting of 5-10 lbs.

Requires manual dexterity using fine hand manipulation to operate computer keyboard. Requires ability to see computer screen and reports.

EEO Statement
Massachusetts Eye and Ear is proud to be an equal-opportunity employer and is committed to providing a workplace free from harassment or discrimination. All employment decisions are made without regard to race, color, age, gender, gender identification, sexual orientation, religion, marital status, sex, pregnancy or conditions related to pregnancy, national origin/ancestry, citizenship, disability, military status, genetic information, or any other basis prohibited by law. These protections extend to all management practices and decisions, including recruitment and hiring practices, appraisal systems, promotions, training, and career development programs.

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