Facilities Services Internship Position

Job Type
Internship Summary

This Facilities Services Internship Position interacts with the entire campus community and may serve as the initial point of contact for Facilities Services. This role includes working with Facilities Leaders in the areas of:

Facilities Planning, Design & Construction

Operations & Maintenance

Meeting Events & Conference Services

Environmental Health & Safety

Administrative/Budget Support

This position will work on various projects and assignments under the leadership of Facilities Leadership members. Roles may include data entry, clerical work, accounting/budget assistance work, general contract preparation, and assistance on project management tasks related to ongoing campus projects. The person occupying this role will exercise customer service skills and gain a wealth of experience working with the Facilities Leaders in this capacity within the Facilities Department. The role will also assist in the operations of the department by assigning work order requests and working on supporting administrative tasks including some basic understanding of the following software platforms: Asset Essentials, AdAstra and Smartsheets.

Function/Responsibility

1. Customer Service

A. Manages the front office operation between the hours of 8:00 am to 4:30 pm. Greets customers (students, faculty, staff), contractors, vendors, and other visitors, issuing keys if needed.

B. Provides clerical assistance by answering phone calls, routing calls, and taking messages.

C. Schedules vans and electric car requests.

D. Maintains vehicle logs, and ensures that all drivers are on the Colleges Approved Driver List. Keep all documents in the vehicle current (i.e. accident paperwork and insurance certificate.) Resolves reservation conflicts and finds alternative solutions when vehicles may not be available. Reports vehicle problems to the mechanic via the work order system platform.

E. Evaluates and redirects customer concerns, complaints, and issues to the appropriate supervisor or manager.

F. Dispatches emergency work requests to the appropriate Supervisor when necessary.

2. Data Entry and Contracts

A. Processes check requests and reimbursements for the Department.

B. Processes purchase requisitions and facilities contracts, routing and tracking them through the DocuSign and Smartsheets software platforms.

C. Forwards invoices from vendors to Accounts Payable for processing.

D. Assist with the end-of-month vehicle mileage and gasoline reports.

3. Administrative Duties

A. Assists the Workflow Coordinator with work order request data entry. Opening, assigning, and editing information as required in the database.

B. Scans and downloads office files, contracts, and certificates of insurance.

C. Supports the Director of Operation and Maintenance by contacting local service providers/contractors, to schedule services as needed.

D. Assists with other projects and duties when assigned.

4. Risk Management & Preservation of College Property

All employees in Facilities Services are expected to protect and maintain all College property and the confidentiality of the people who come to SMC to learn, live, work, and visit. Therefore, the following are required:

A. Proactively identify, report, or resolve any and all safety issues as quickly as possible;

B. Proactively identify issues related to code compliance and report them to the appropriate supervisor or Director as soon as possible

C. Ensure the campus is clean and orderly; return furnishings and other equipment to their places when moved by members of the community or after scheduled events

D. Take care to ensure College property is not compromised due to propped doors, broken locks, or being left out in the rain or weather. Work proactively to reduce opportunities for theft and vandalism

E. Ensure that our campus facilities achieve the greatest amount of “uptime,” meaning all services and utilities provided shall have minimal disruption in service. Disruptions in service shall be well-planned with constituent groups and result in the least impact on the campus.

5. Assistance with other Facilities Services Duties

A. Assist Senior Project Manager & Executive Director of Facilities Planning, Design & Construction with various project management duties and/or duties related to the ongoing campus projects. Examples of this duties include:

a. Reviewing and scanning of record drawings and project documents

b. Assistance with preparation of project schedules and completion of other related project documents

c. Attendance to Project Meetings and Construction Site Visits

d. Assistance with the development of campus mapping that may include inputting digital data through various platforms

B. Assist Facilities Leaders in Operations & Maintenance, Meeting Events & Conference Services, Environmental Health & Safety

a. Providing administrative support as needed for the operation of these units

b. Developing forms or other related documents

c. Assistance with regular business operation matters as may be required

6. Other Duties as Assigned

https://acrobat.adobe.com/id/urn:aaid:sc:VA6C2:31ea7ec4-841b-4e7c-b307-4063b6ccca52
Requirements
High School Diploma

Salary Description $16/Hr

To apply, visit https://recruiting.paylocity.com/Recruiting/Jobs/Details/2611356


jeid-6b2e07391420c54c883ef8eae7dea9a9