Coordinator Landscape & Exterior (FMD)

Work Arrangement:

Requisition Number: 237839

Regular or Temporary: Regular

Location:

Durham, NC, US, 27710

Personnel Area: CENTRAL ADMIN MANAGEMENT CTR

Date: Apr 9, 2024

Occupational Summary

The Facilities and Landscape Services Coordinator serves as the main liaison between Duke Facilities Management Department (FMD) and campus stakeholders, overseeing the planning, coordination, and execution of maintenance, repair, and renovation activities for exterior areas and other campus facilities. The responsibilities encompass landscapes, walkways, outdoor structures, and various exterior features. The Coordinator plays a pivotal role in fostering strong relationships with stakeholders and maintaining a positive working environment.

Essential Job Functions:

Stakeholder Engagement & Communication:

Engage regularly with representatives and customers to understand their facility needs and provide excellent customer service.
Represent FMD positively when interacting with university departments, keeping them informed about work order and project status.
Maintain a comprehensive contact list of customers and occupants for effective communication.
Coordinate with after-hours staff and conduct assessments of after-hours services.
Conduct pre-event coordination and post-event assessments, documenting meetings and providing reports.

Coordination & Planning:

Coordinate services for assigned areas, collaborating with customers for all work, including preventive maintenance and repairs.
Lead meetings to coordinate schedules for activities, including preventive maintenance, repairs, landscaping, and unplanned work.
Follow the Work Order (WO) priority system and coordinate shutdown schedules to minimize interference.
Coordinate regulatory, safety, and environmental inspections and audits.
Provide support for life safety activities.
Support turnover of Office of Project Management projects to Buildings and Landscape Services teams.
Oversee small to midsized planned renewal projects.

Administrative and Management Support:

Utilize work order system to manage work order history and to track job status and maintenance costs.
Assist with planning and scheduling of materials and supplies with guidance from FMD supervisors and superintendents.
Verify availability of resources prior to scheduling work.
Maintain inventory of materials and supplies.
Generate and provide work performance reports such as overtime, equipment repairs history, costs, and customer satisfaction.
Identify opportunities to improve process, scheduling, and performance.
Develop strong working relationship with supervisors and staff to minimize interruption of service.
Work to promote FMD sustainability measures.

Additional Job Functions

Provide backup for other Coordinators.
Seek feedback from stakeholders on performance.
Participate in FMD emergency preparedness planning and emergency response activities.
Attend professional and industry group meetings to stay current.
Perform other related duties as assigned.

Required Qualifications at this Level:

Education, Training and Experience:

Work requires communication, coordination and trades skills normally acquired through a high school education plus two years of specialized training in the building trades, landscape services, or a related field.

Minimum of five (5) years direct experience in commercial or institutional facilities maintenance and operations settings required (experience in higher education, hospitals or manufacturing facilities preferred)

OR

AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Preferred Experience:

5 years related leadership experience, and proven performance in a maintenance and operations environment.

Demonstrated management, supervisory and motivational skills.

Experience in planning work with multiple interdependent workstreams across multiple functional areas; ability to plan and schedule work, including determining staffing, equipment and material/supply needs

Experience with computerized maintenance management systems (CMMS).

Working knowledge of the methods, materials, tools and equipment used in typical facilities maintenance activities.

Experience in a workplace governed by a collective bargaining agreement

Knowledge, Skills and Abilities:

Computer software skills using MS Office including Word, Excel, PowerPoint, and Outlook required

Excellent oral and written communication skills; ability to communicate effectively to a wide range of audiences, including senior University management, faculty, staff from other departments, students, and others required

Ability to create and maintain positive customer and stakeholder relationships required

High level of organizational planning, teamwork, analytical reasoning skills including data analysis techniques skills required

Ability to read and interpret architectural and engineering building and system plans, diagrams and specifications required

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.