Job Description

Position Summary:

The Facilities and Equipment Administrative Coordinator is responsible for overseeing that all of the equipment and facilities tasks are completed on time, that they are entered into our tracking database, as well as distributing any documentation that is associated with the various facility projects in support of daily operations, at all our locations.

Essential functions of the job include but are not limited to:

Facility Operations:

• Run task reports for equipment and facility tasks that need to be completed each month by an external vendor and within the company. Coordinate, monitor and collaborate with the Facilities Manager to ensure that all scheduled tasks are completed each month
• Run task reports for equipment that needs to be completed by our lab staff within our company. Alert the different departments as to which equipment needs calibrated, preventative maintenance, etc., performed and completed by the end of the month. Monitor throughout the month and ensure that the tasks are completed
• Manage equipment files for all repository freezers, equipment, and other Facility related files, such as Pest Control, Generators, CMS’s, etc., and make sure that they are properly organized and filed
• Prioritize and route maintenance requests to appropriate personnel
• Assist staff in preparing validation reports for completion and review
• Prepare purchase requests for our Facilities Department and receive packing slips once PO has been completed. Purchase orders to include tasks, equipment, parts and materials
• Manage tasks requested from all BioServices users, such as lab tasks, facility repairs, etc.
• Follow up with vendors when necessary for root cause analysis and suggested CAPA’s
• Streamline Facilities electronic documentation methods
• Support Facility Department with any emergency situation or request that should arise
• Manage logs created to ensure that all documentation is accounted for and filed
• Work closely with QA department to ensure all paper work is filled out correctly

Database Operations:

• Manage and track all equipment through their product life cycles from purchasing through retirement
• Manage all work order for repairs and completed work orders in Faciliworks and/or other databases
• Support Repository Contracts with monthly, quarterly and/or annual reports
• Support Precision for Medicine departments with equipment inventory and/or work order history reports
• Support QA department during audits and with tracking lab equipment calibrations
• Manage all Government Furnished Equipment (GFE) and prepare requests for purchases and returns
• Manage all BioServices equipment and prepare requests for purchases and returns

Clerical:

• Type memoranda and send, retrieve and distribute mail
• Update work processing files used by department
• Inventory/Order supplies as needed
• Take and distribute Meeting Minutes for Facilities Group Meetings
• Maintain equipment used as needed (i.e., change printer ribbon, replace paper, etc.)
• Receive incoming and place out bound calls related to our Facility Department.

Support for Government Contracts:

Data Entry:

• Complete data entry on BSI-II, and other software programs, as needed for all in-house repository contracts and specimen inventory
• Assign and maintain sample identification number for external inventory
• Retrieve shipment notification, prepare shipment batch and folder
• Run necessary reports as required
• Distribute forms to Investigators and PFM staff

Clerical:

• Assist contract Project Managers with folder review for all incoming and outgoing batches, and file all folders appropriately upon completion
• Send email shipment notifications and/or electronic files to sites or testing labs as directed by Supervisor/Manager
• Cover front desk/answer telephone and direct phone call to appropriate person as required
• Update word processing files used by department
• Order supplies as needed

Miscellaneous:

• Assist in coordination of project operations by re-routing faxes, emails, mail and phone calls as appropriate
• Provide regular updates to project managers on repairs and available freezer space
• Ability to maintain confidentiality of records and information
• Carry out other duties/projects as assigned

Qualifications:

Minimum Required:

• High School Diploma or equivalent education
• 1 year of data entry experience

Other Required:

• Must be able to type 45 wpm at 95% accuracy, and key a minimum of 7,500 strokes per hour
• Microsoft Office software knowledge
• Must be able to read, write, speak fluently and comprehend the English language

Preferred:

• 1-3 years’ experience dealing with administrative functions