Title:  Facilities/Operations Coordinator

JOB SUMMARY

This position provides administrative support for the Director of Facilities. In addition to typing, filing and scheduling work orders, this position functions as a support role in coordinating a variety of facility-based Maintenance activities at Fair Grounds Race Course. Enters field work requests from various site personnel, enters them into the (Brightly) Computerized Maintenance Management System (CMMS) and ensures they are reviewed, and either approved and converted to a Work Order or declined thereby notifying the requestor.  Performs duties such as coordination of obtaining supplies and working on special projects.  Critical thinking skills and superior judgment is required to plan, prioritize and organize diversified workload, recommend changes in administrative practices or procedures to increase operational efficiencies.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Establishes, develops, maintains and updates filing system for Chief Facilities Engineer. Retrieves information from files when required.
• Assists the Facilities Director with departmental scheduling and payroll.
• Organizes and prioritizes large volumes of information and calls.
• Takes messages or fields/answers all routine and non-routine questions.
• Interface with critical facility management services ensuring compliance with site procedures and guidelines.
• Administer and maintain Brightly (Work Orders) to ensure that all system data is updated, accurate, and compliant following approved procedures.
• Will be responsible for routine regulatory reporting relative to compliance and environment activities (local, state, and federal).
• Aid in prioritizing, planning, coordinating and scheduling corrective, preventive, and predictive maintenance work for the assigned maintenance areas and external service providers.
• Assign emergency calls to the appropriate internal or external resources for mitigation.
• Work with these outside maintenance vendors, contractors, and suppliers to provide our operation with quality services.
• Generate PO’s and work requests to our Facilities Maintenance service providers.
• Support the generation of preventive maintenance work orders; track timely completion of preventative maintenance schedule and corrective maintenance backlog.
• Work with purchasing team for timely procurement and acquisition of parts needed for planned maintenance.
• Enter requisitions in the procurement systems for goods and services as needed in addition to processing Ariba transactions (i.e. Bids, Quotes and Capital Projects).
• Peforms other related duties as assigned. 

REQUIRED SKILLS AND ABILITIES

Must be 21 years or older. Must be able to obtain a Louisiana State Racing License.

EDUCATION AND EXPERIENCE

High school diploma or Associate’s/Bachelor’s degree. Three to five years of administrative experience with the use of Microsoft Office and other computer related software.  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Excellent computer skills, specifically Microsoft Office (Excel, Word, and PowerPoint) required. Demonstrated experience and proficiency in the use of a CMMS is a plus. The requirements listed are representative of the knowledge, skill, and/or ability required. Ability to read, analyze and interpret common documentation. Ability to respond to common inquiries or complaints from team members, regulatory agencies or members of the staff. Ability to write and present information to management in a reasonable manner. Ability to perform normal mathematical computations in regards to the implementation of current duties.  Spanish speaking a plus.  Ability to define problems collects data, establish facts and draw valid conclusions. Ability to interpret an extensive variety of instructions and deal with several variables. 

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work involves lifting, walking, talking, hearing, bending, stooping, and climbing.  Must be able to lift and carry up to 50 pounds. Equipment used regularly includes computer, telephone and copier. Office/Casino environment; Subject to outdoor temperature; Exposed to smoke, bright lights and noise at times. The work environment consists of very non-demanding surroundings with a low noise level. Will occasional work in extreme heat or cold conditions.