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Dispatcher, Facilities

Completes a variety of clerical, administrative, and secretarial duties to support line and staff management in the Facilities Maintenance Departments allowing them to focus on department goals and objectives.
Receive & dispatch maintenance service requests from stores. Select and contact the appropriate contractor or in house maintenance shop and issues a work order or purchase order. Tracks all work orders through to completion and closes out completed work orders. Track and report on open work orders until work is completed and work order is closed out. Obtain approval from the Building Maintenance Manager for large repairs that exceed $1000.00. From time to time, the Dispatcher will work with the Building Maintenance Manager to obtain three bids for larger projects prior to contracting the work. Prioritize maintenance requests based on the nature of the request, i.e. Emergency and health and safety related requests requiring immediate response vs. routine requests that can be scheduled.
Enter all Store Maintenance work orders.
Distribute work orders and reports to staff, inter-office, and contractors.
Maintain work order status reports.Distribute updated reports to the Building Maintenance Manager, Equipment Maintenance Manager, and Director, Facilities and Technical Services.
Maintain contractor/vendor contact information.
Faxing, Xeroxing.
Complete research and investigate work for manager(s) to facilitate management effectiveness and decision-making.
Coordinate activities across departments and follow up to ensure that requests are carried out.
Maintain complex records and files, and search and investigate information found in files to retrieve information utilized by manager.
Reads Health Department Violation reports and determines which items are the responsibilities of the Building Maintenance Department, dispatch to the appropriate contractor(s) and advise the store of what is their responsibility.
Communicates with the stores and other internal departments via telephone or the email system advising them of work to be done, contractors ETA's, verification of completed work and routine coordination.
Complete detailed keyboarding projects such as preparing correspondence from rough drafts and completing specialized departmental forms.
Responds to inquiries that require specialized knowledge of the function to respond.
Work requires thorough knowledge of general office procedures and a good understanding of technical specialty area.
Experience using word processing software where excellent keyboarding skills have been developed.
Ability to accurately key 40 words per minute.
May require math skills at a level to complete one-step math operations: addition, subtraction, multiplication, or division, and two-step math calculations such as percentages.
Previous experience using spreadsheet software to format the spreadsheet, format columns, move and copy data, create charts and graphs, and create one and two step math formulas, complete complex tasks; i.e. v-lookup tables.
Must have a courteous and professional telephone manor.
J

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