Facilities Engineering Reporting & Operations Coordinator

Eskenazi Health - Indianapolis, IN

Full-time

Indianapolis, IN

Hospitals

About the position

The Facilities Engineering Reporting and Operations Coordinator at Eskenazi Health serves as the primary dispatch contact for plant operations, playing a crucial role in managing all data, programs, and documentation related to facilities engineering work orders, compliance, and infrastructure. This position is essential for ensuring that the facilities operate smoothly and efficiently, providing a comprehensive range of primary and specialty care services at the 333-bed hospital and outpatient facilities. The coordinator is responsible for overseeing urgent phone requests, updating daily boards with high-priority equipment issues, and routing urgent needs to the appropriate technicians, supervisors, and managers for timely resolution. In addition to dispatch duties, the coordinator is tasked with creating, editing, and completing applicable work orders, reviewing work order dashboards daily to ensure assignments are progressing and completed. Monthly assessments of all work order preventive maintenance (PM) tasks are conducted to ensure compliance, with follow-ups made to responsible supervisors. The role also involves effective operational task coordination related to regulatory compliance document management, maintenance record keeping, and scheduling test and maintenance activities for critical systems such as elevators and boilers. The coordinator facilitates department administrative tasks, including creating spreadsheets, PowerPoint presentations, staff reports, and managing SharePoint site content. They provide support during audits by the Joint Commission, State Board, and Fire Marshall, presenting compliance documentation as needed. Maintaining a detailed inventory of all equipment and spare parts is also a key responsibility, along with creating and maintaining both digital and physical compliance documentation. The coordinator collaborates with facility management to develop and maintain schedules and resource leveling using the work order program, and they are responsible for reporting on key performance indicators to identify potential failures and increase efficiency throughout the environment. Additionally, the coordinator administers the work order program and temperature monitoring system for medical and nutritional systems, serving on-call as required.

Responsibilities

• Serve as the main dispatch contact for plant operations, managing urgent phone requests and follow-ups.
• Update daily board with high-priority equipment issues.
• Route urgent needs to technicians, supervisors, and managers for timely resolution.
• Create, edit, and complete applicable work orders.
• Review work order dashboards daily to ensure assignment, progress, and completions.
• Conduct monthly assessments of all work order PMs to ensure compliance and follow up with responsible supervisors.
• Coordinate operational tasks related to regulatory compliance document management and maintenance record keeping.
• Facilitate department administrative tasks including spreadsheets, presentations, and meeting facilitation.
• Support during Joint Commission, State Board, and Fire Marshall audits by presenting compliance documentation.
• Maintain procedures relating to facilities equipment maintenance and inventory of all equipment and spare parts.
• Create and maintain digital and physical compliance documentation.
• Review contractor documentation to ensure it meets required standards.
• Collaborate with facility management to develop and maintain schedules and resource leveling using the work order program.
• Design, print, and maintain asset barcode labels for use with barcode scanning software.
• Report on key performance indicators monthly to identify potential failures and increase efficiency.
• Create resource profiles and train users on the TMS Side Kick mobile work order system.
• Administer the work order program and temperature monitoring system for medical and nutritional systems.
• Serve on-call as required.

Requirements

• Associate degree from an accredited engineering or business college or university with 2 years of progressive business environment work experience within an engineering, utility, construction, consulting, or operations related discipline.
• 7 years directly applicable equivalent experience will be considered in lieu of Associates degree requirement.
• Valid Indiana Driver's License.
• Effective written and verbal communication skills.
• Knowledge of Joint Commission, State Board of Health, and N.F.P.A. regulations.
• Strong organizational abilities.
• Advanced understanding of computerized maintenance management systems such as TMS.
• Ability to create and maintain dashboards, customize views, and set up new assets and preventative maintenance schedules.
• Working knowledge of Temperature Monitoring Systems such as TempTrak.
• Proficiency in hardware troubleshooting and installation for temperature monitoring systems.
• Highly proficient in Microsoft Word, Excel, PowerPoint, Outlook, Bartender Designer, Adobe Acrobat, TMS Sidekick, and Microsoft SharePoint.
• Ability to read architectural and engineering construction documents.
• Data analysis and reporting skills.
• Ability to adapt to new technology and set up maintenance staff communication devices for work orders.
• Ability to teach staff on related systems and tasks.