• Facilities Support Specialist

    Job Locations US-OH-Cincinnati
    Job Post Information* : Posted Date 2 days ago(11/16/2018 11:06 AM)
    ID
    2018-2173
    # of Openings
    1
    Category
    Community Based/In Home Services
    Type
    Full-time
    Typical Work Shift/Schedule
    First/Day Shift
    Typical Days of the Week
    Monday - Friday
    Typical Number of Hours Each Week
    40
    Work Hours
    8:30a - 5p
  • Overview

    At Episcopal Retirement Services (ERS), you can enjoy what you do and be proud of your work every day. Join an organization voted a Top Work Place for the past nine years!

     

    The Facilities Operations Specialist supports the Affordable Living facilities management operations by assisting community managers, maintenance supervisors and the Director of Facilities Management in maintaining detailed records and operational handbooks, processing orders and equipment requisitions, inputting data for regular and preventative maintenance systems, and ensure communication of standard and emergency requests to team members and vendors.

     

    Affordable Living at ERS: Our philosophy of care guides us to maintain every person’s dignity, and provide the same standard of excellence in care to every resident. Our Affordable Living communities are wonderful places for older adults to live and flourish in safe, friendly neighborhood communities. Residents enjoy amenities and services found in few retirement communities for people with low-incomes such as transportation, gardening areas, complimentary laundry facilities, and chaplain services. The older adults who live in our Affordable Living communities are given the opportunity to live and flourish in a friendly, loving environment.

    Responsibilities

    • Respond in a timely manner with high quality outcomes to enhance and support safe and comfortable communities for residents.
    • Foster positive working relationships with Community Managers, Maintenance Supervisors, vendors and all ERS team members; demonstrate an ability to problem solve; work independently; demonstrate ownership to follow through on facilities' needs.
    • Responsible for intake of operations needs at Affordable Living communities in the region; provide excellent customer service, care and support to Community Managers, Regional Maintenance Supervisors, vendors and others as needed to address facilities' needs (repairs, updates renovations, service calls).
    • Responsible for the initial set-up and ongoing maintenance of the work order system and planned maintenance entry. Updates Preventative Maintenance logs as needed.
    • Support Regional Maintenance Supervisors with tracking and coding invoices. Including: materials, services, solid waste, utility, phone, and data invoices for regional communities.
    • Support Community Managers and maintenance team in regards to invoices and vendors.
    • Responsible for assisting capital projects by tracking and submitting R4R with HUD, syndicator (OCCH) and Accounting. 
    • Responsible for tracking and maintaining a spreadsheet for capital projects and foundation projects.
    • Assist AL Resident and HS Director with annual state bus inspections, insurance cards, and fuel card reconciliation for AL fleet.
    • Oversee ordering large items to include but not limited to benches, exterior furniture, interior furniture, FF&E on renovations, and equipment.
    • Responsible for managing credit card for facilities reconciliation.
    • Manage procurement by adding new accounts and direct approval workflow. Add new employees to purchasing accounts. Work to get the best pricing as well as audit accounts to make sure team members are using approved vendors and products. Supports the implementation of operations and standardizing service providers.
    • Responsible for quarterly vendor account management and security review.
    • Responsible for setting up vendor meetings for proposal and project reviews.
    • Support Risk Management Team with monthly actions and reminders, managing and updating community emergency plans, and by setting up meetings for the Risk Management Team.
    • Orders uniforms and PPE equipment for maintenance and housekeeping teams.
    • Maintains resident contact information and programs key fobs in order to keep buildings secure- updates OneCall program, for resident alerts.

    Qualifications

     

    • Must have, as a minimum, two years of experience in a similar position
    • Knowledge of HUD, HOME, Metropolitan Housing and tax credit regulations preferred

    • Must be able to read, write, and communicate effectively in the English language and follow written/oral instructions

    • Must possess sight/hearing senses, or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met

    • Must possess the ability to make independent decisions when circumstances warrant such action

    • Must be willing to work flexible hours

    • Must support team and processed based organizational culture

    • Must be able to bend, stoop, lift, and push up to 25 pounds or a regular basis, stand and move intermittently throughout the work day

    • Must function independently, have flexibility, personal integrity, and the ability to work effectively and harmoniously with other personnel

    • Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and general public

    • Must not pose a direct threat to the health of safety of other individuals in the workplace

    • Must be able to maintain regular attendance

    ERS is committed to providing equal opportunity for employment and advancement to all  team members and potential team members.  There will be no discrimination in employment practices because of race, color, religion, sex, national origin, ancestry, age, sexual orientation, physical or mental disability (except where reasonable accommodation would not enable the disabled person to adequately perform the essential functions of the position) , military status, genetic information, or any other characteristic protected by applicable law.  

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