Description of Position This position is responsible for assisting with the timely procurement of parts, tools, equipment, and materials needed by customers served through U Market Services. The primary customer for these services is Facilities Management (FM) on the University of Minnesota Twin Cities Campus. This position manages the electronic FM parts catalog, places orders for FM customers, follows up with customers and vendors when there is an issue and works closely with the FM buyer.
Responsibilities 10%-Prioritizes requests, places orders on behalf of customers, follows up on receiving status and orders past due, and coordinates priority delivery or rush delivery with logistics manager. Reviews orders in the COMPASS system and updates orders as needed. Tracks shipping of parts, tools, equipment, and materials in COMPASS and in SCLogic tracking system.
90%-Assists FM customers with ordering parts, following up on issues with the U Market FM Buyer or vendor depending on the need. Assists walk-in customers by helping to locate a part in the warehouse, placing the order and providing exemplary customer service. Takes phone calls from customers and answer emails sent to the FM Order Desk. Creates tickets in ServiceNow and routes or resolves as appropriate. Communicates professionally with customers, vendors and colleagues. This position works with the other FM Order Desk employee and participates in process improvement efforts that increase process efficiencies.
Essential Functions of the Position Utilize Compass, a computerized maintenance management system (CMMS), for the ordering and receiving of parts being added to the electronic catalog.
Communicates and coordinates regularly with appropriate personnel to maximize the effectiveness and efficiency of interdepartmental operations and activities. Answer phone calls and receive walk up customers from all of FM concerning a wide variety of tool, equipment, parts, material, and service questions. Provide information about materials and services, urgent materials and services, ordering tracking, sourcing, material pricing, order completeness, missing material, work order charges, material returns, delivery requests, requests to move material in the field, etc.
Work Environment The work is performed in a “fragrance free” office setting.
This position is covered by the AFSCME Clerical Union.
Salary: $15.69 - $16.94 per hour
Minimum Qualifications High school diploma or GED and two years of relevant office experience in building maintenance and operations environment. Training/education in mechanical maintenance may be substituted for some of the years of experience.
Preferred Qualifications Experience working in higher education specifically in a fast paced environment. Excellent communication skills are required in order to provide exemplary customer service. Ability to quickly learn new technical systems and navigate systems independently. Participation on process improvement initiatives and projects. Must work well independently and on a team.
Knowledge, Skills, and Abilities Knowledge: facilities operations, principles and practices; procurement and materials management principles and practices; warehouse methods and procedures; experience interacting with both technical and non-technical personnel
Skills: oral and written communication skills; excellent customer service skills including responding to questions and inquiries from other employees and customers in a helpful, timely and courteous manner; using a personal computer; Microsoft Office Suite including Word, Excel, and PowerPoint, Google Applications including email, calendar, Google Docs and Spreadsheets
Abilities: work effectively with a diverse work force and a diverse customer base; coordinate and prioritize multiple assigned tasks to keep projects on schedule; work independently and make decisions; work as a team player in a fast-paced, deadline driven environment; gather and analyze information, take initiative to resolve issues
Internal Number: 334942
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.