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28 Apr 2022

Full-Time Facilities Coordinator – $21.63-$40.87/hour – FACIL002160

Sound Transit – Posted by diane@d2seattle.com Seattle, Washington, United States

Job Description

Salary range is $21.63/hour to $40.86, with a midpoint of $31.25/hour.  New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.

GENERAL PURPOSE: 

Under general direction, performs the full range of professional and administrative level duties involved in providing technical expertise and assistance in coordinating and administering contracts for Sound Transit Facilities; assures that the Division’s contracted maintenance services are continuously monitored for compliance with expectations, scheduling, and cost; assists in managing multiple vendors, projects and  properties to ensure consistent quality, price, and timely delivery of products and services; performs duties to expedite purchases as necessary for Facility vendor invoices from initial NTP to contract end; assists in training new staff in procurement processing procedures and developing and processing change orders and requisitions; and assists staff in following procedures outlined in procurement policies and procedures.

ESSENTIAL FUNCTIONS:

The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Provides general facility support for management of all activities supporting the regular maintenance and repair of Agency facilities.

• Assists in the development, monitoring and review of both procurement activities, such as vendor contracts, purchase orders, and check requests, and work order systems to support routine work of maintaining facilities.

• Prepares requisitions for Facilities for the purchase of goods/materials; coordinates between Contracts and the Facilities Department to obtain proper information; evaluates quotes against the quoted contract rates; participates in the  selection of vendor(s); prepares documents, such as requisitions, change orders and other pertinent departmental information for presentation to the Change Control Board; reviews for  appropriateness and executes Facility Manager’s requests for amendments to existing contracts (change orders), and other purchase order amendments to existing contracts; provides support to staff in completing requisitions and understanding the purchasing process; maintains and updates Division procurement records and files; maintains status reports for contracts and related items; reviews files for  completeness and compliance; creates and processes new contract requisitions; validates new  contracts; prints reports and obtains necessary signatures; submits requisition package to Facilities Project Control for approval and creation of new purchase order; and receives and files purchase order from contracts.

• Coordinates and manages multiple vendors, projects and properties to ensure consistent quality, price, and timely delivery of products and services; performs duties to expedite purchases as necessary for  Facility vendor invoices from initial NTP to contract end; supports Department and Division in compiling and processing vendor progress payments, contracts change orders, budgets, cost forecasting, project updates, schedule updates, financial status of vendor maintenance and on-call costs; actual costs to date, and forecasted costs; reviews payments for correct amount and proper allocations; processes change order requisitions and validates item and prepares reports ensuring adequate funds remain in tasks; provides support to project managers with the development of project budget worksheets and monthly updates; documents budget with monthly and annual forecasts and assumptions; and processes changes to phase level life-time project budget assumptions in project control reporting system.

• Assists in training new staff in system processing procedures and utilization of system to process change orders and requisitions; ensures project managers follow procedures outlined in adopted project control policies and procedures manual and provides assistance as necessary; supports team as backup to Facility’s computerized maintenance management software for work order requests; assists with training new employees in the use of the software; and coordinates training or trains staff in Procure to Pay invoice payment procedures.

• Gathers and participates in the development of annual and baseline divisional budgets; prepares requested financial status reports and performs inquiries as required to research contract detail.

• Provides support to the division/department on matters as directed; serves as staff on a variety of committees as assigned; prepares and presents staff reports and other necessary correspondence; attends and participates in professional group meetings; maintains awareness of new trends and  developments in the  fields related to area of assignment; incorporates new  developments as appropriate;  ensures processes, policies and practices are interpreted and applied consistently and effectively; ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.

• Champions and models Sound Transit’s core values and demonstrates values-based behaviors in everyday interactions across the agency.

• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit’s Equity & Inclusion Policy.

• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.

• It is the responsibility of all employees to integrate sustainability into everyday business practices.

• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Education and Experience:

Associates Degree in facility management, business administration, planning, or closely related field and three years of experience in coordinating and providing direct support to the management that includes monitoring, tracking, administering, and maintaining a variety of contracts; OR an equivalent combination of education and experience.

Required Knowledge and Skills:

• General principles, practices, and procedures of business administration and public administration.

• Understanding of construction and facility terminology.

• Administrative support skills.

• Interacting with other departments, agencies, municipalities, vendors, and the public.

• Understanding and applying procurement terminology and procedures, using facility management software, long term scheduling and budgeting.

• Operational characteristics, services, and activities of Facilities Division.

• Principles and practices of program development and administration.

• Occupational hazards and standard safety practices.

• Pertinent federal, state, and local laws, codes, and regulations.

• Methods and techniques of basic report preparation, data collection and analysis of relevant information.

• Principles and practices of budget preparation and administration.

• Methods and techniques of statistical and financial analysis.

• Techniques to work effectively under pressure, meet deadlines, and adjust to changing priorities.

• Principles of business letter writing and basic report preparation.

• English usage, spelling, grammar, and punctuation.

• Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases.

• Utilizing personal computer software programs affecting assigned work and in compiling and preparing spreadsheets and reports.

• Establishing and maintaining effective working relationships with other department staff.

• Management vendors, outside agencies, community groups and the general public.

• Interpreting and administering policies and procedures sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.

• Interpreting and applying applicable federal, state, and local policies, laws, and regulations.

• Understanding, interpreting, and administering contracts.

• Critical and strategic problem solving.

• Preparing and analyzing data and comprehensive reports.

• Responding to inquiries and in effective oral and written communication.

• Researching, analyzing, and evaluating new service delivery methods and techniques.

• Applying project management and program development techniques and principles.

• Working cooperatively with other departments, Agency officials, and outside agencies.

Physical Demands / Work Environment:  

• Work is performed in a standard office environment.

• Subject to standing, walking, bending, reaching, stooping, and lifting of objects up to 40 pounds; may  occasionally be exposed to dangerous machinery, extreme weather conditions, physical harm, hazardous chemicals, infectious disease, and  extreme noise when conducting site  visits and  working in the  field.

• The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required.

Sound Transit is an equal employment opportunity employer. No person is unlawfully excluded from employment action based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status or other protected class.


Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

How to Apply

To apply, please visit the link below or visit soundtransit.org/get-to-know-us/jobs and click on "current job listings". https://recruiting.ultipro.com/SOU1036SOUND/JobBoard/dcc5dbea-875e-4cd1-bfd2-8e046cecc54f/OpportunityDetail?opportunityId=d6663e14-2783-46d5-a910-b4b01b26a789

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: business administration, coordinating, facilities coordinator, Facility Management, operations, and planning. Salaries: 60,000 - 80,000.

Job expires in 15 days.

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