Job description

Seeking a highly detailed, organized, and positive team player who has the ability to handle multiple tasks while paying attention to detail.

Reporting Relationship: Facilities Supervisor

Primary Responsibilities

Regulatory:

• Receive inspection reports from Building Officials for backflow preventer testing to enter WO’s.
• Receive inspection reports from Building Officials for Fire Marshal and enter WO’s.
• Review inspection reports from The Health Department given to us by Food Service Special Projects Manager and review any work order into WO Request System for scheduling.
• Review inspection reports from Building Officials for Department of Ag given to us by Food Service Special Projects Manager and review any work order into WO Request System for scheduling. Create Follow Up Work Orders with Maintenance if needed and coordinate any repairs with the Maintenance Dispatcher for work.

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Daily Vendor Service Dispatching:

• Maintain ALL PM Work Orders for Vendor Services such as fire extinguishers, waste / drain sewer systems, security, food service items, ICEE, TOMRA, etc.
• Maintain contracts through WO Request System and Scheduled Work Orders for tracking.
• WO’s that come in daily (for Vendor Services) must be reviewed consistently to get scheduled.
• Warranty WO’s to be sent to the Contractor of record to perform warranty work.
• Track task time and enter WO Request System daily (when the WOs are closed).
• Enter Costs in WO Request System change WO over to Complete.
• Maintain Service Tickets from contractors and enter Notes into Comments.
• Maintain warranty tracking worksheets and filing of photos if received.
• If the work asked for is between $500 - $3,000 – needs to be reviewed by Facilities Supervisor for Small Projects or Capital Projects.

​​​​​​​Paint and Power-washing:

• Maintain WOs for the 3-year rotation of Paint and 2-year rotation of Power washing WO’s.
• Work with the Market Manager and Manager for scope and the Paint Contractor.

​​​​​​​Environmental:

• Receive reports from BLDI on any gas spills. Follow up with Maintenance and then follow up with the Manager for Property Damage Claims, and clean-up.
• Update any Tank Information. Maintain original records. Laminate and provide for the Store Locations on any revisions done for the Tank Layout.

​​​​​​​Property Damage Claims:

• Receive information from the Stores within 3 days for all Insurance Property Damage Claims.
• Follow up with any inspectors.
• Follow up with the Insurance Company for any reimbursement.
• Follow up with the Customer if the claim is not going through Insurance.
• Provide any documentation required and upload it into WO Request System for tracking.

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Capital Projects

Phase Two

• Create a Project file (small Projects) in Facilities Drive that will be maintained throughout the Project (will be sent by e-mail through WO Request System by the Facilities Supervisor)
• Create a Project file (large Projects if required by the Scope) in Facilities Drive that will be maintained throughout the Project (will be sent by e-mail through WO Request System by the Facilities Supervisor).
• Review notes from WO Request System when created by the Store Manager or Maintenance Supervisor to assist which Contractor to schedule.
• Prepare written scope for the Project and e-mail to the Subcontractor when needed with the WO (reviewed by the Facilities Supervisor)
• Double-check the consistency of the scope against project specifications (with Facilities Supervisor)
• Verify review of schedule, and budget.
• Make site visits as needed to collect information regarding the Project Scope.
• Gather investigation photos if none on file or gather from Maintenance Techs, Subs, or Managers and file.
• Assist Project Lead Coordinator on Capital items for back-up if required.

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Phase Three

• Organize and schedule Contractor to visit the site.
• Organize and schedule with the Store Manager so the contractor can visit the site for a quote.
• Distribute floor plans and organize scope as needed for the Contractor.
• Receive and tabulate quotes, organize and distribute to the Facilities Supervisor.
• Review quote received with the Facilities Supervisor.
• Add Estimated Budget and Target dates to work order.
• Enter any comments and e-mail in work order.

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Phase Four

• Prepare and expedite Purchase Orders during the construction phase.
• Schedule with the Store Manager and the Contractor an appropriate time to go to the site.
• E-mail appropriate schedule, time on site and end time Audit daily reports and photos to ensure they are completed.
• If Equipment is touched, site visits will be required for Asset information.
• Load final pictures on the Facilities Drive.

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Phase Five

• Collect material data sheets, correspondence, manuals, and warranties received from subcontractors if applicable.
• Review Work Orders for timely completion.
• Receive and input costs once invoicing is received and COMPLETE.
• Complete invoicing on the WO’s and add admin costs.
• Review open WO’s weekly and maintain relationships with the Finance Manager with the Subcontractors to close out WOs within 2 weeks from completion.

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​​​​​​​General

• Put Security or Fire Alarm System in test mode as needed (for Contractor Testing).
• Sign-in any visitors, packages and shipments received.
• Distribute packages, mail, e-mail, and messages to support the Office.
• Maintain peer relationships in the field to share issues and ideas.
• Adhere to the mission and unifying principles of Wesco.

​​​​​​​Education, Skills, Work Experience

• At least two years of dealing with service contracts, environmental and regulatory agencies.
• At least two years of exposure to work order software, database software or web-based software.
• Strong work history.
• Ability to multi-task and prioritize.
• Ability to work independently and within a team environment.
• Strong typing skills and proficiency with Microsoft Office applications including Outlook, Excel.
• Excellent written, verbal and presentation skills.
• Associate degree preferred.

Job Type: Full-time

Pay: $48,000.00 - $57,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Experience level:

• 2 years

Schedule:

• Monday to Friday

Work setting:

• Construction site
• Office

Ability to commute/relocate:

• Muskegon, MI 49445: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• At least 2 years of exposure to work order software, database software, or web-based software.

Experience:

• service contracts: 2 years (Preferred)

Work Location: Hybrid remote in Muskegon, MI 49445

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