Operations Scheduler and Planner chez UG2

The primary role of the Operations Planner is to improve workforce productivity and work quality by anticipating and eliminating potential delays through planning and coordinating labor, parts, materials, supplies, required permits, specialized documentations, and equipment access. The ideal candidate will possess significant organizational skills and a proactive approach. The OPS would work as part of a collaborative facilities operations team servicing a university campus by providing excellent customer service by phone and email.

The OPS is responsible for planning, assigning, scheduling, and following up on all work orders submitted and outstanding in the CMMS system to which the employees are assigned. He/she maintains coordination between the various maintenance groups and Facility Managers and maintains appropriate records and files to permit meaningful analysis and reporting of results.

Duties and Responsibilities:

• The Planner - Scheduler will work closely with the Facilities Management team.
• Receives, reviews, assigns, and follows up on work orders from the requesting departments/requester.
• The OPS carefully reviews and processes each invoice and submits it to the VP of Operations for approval. It also maintains a detailed record of what was paid and what is still pending by engaging in weekly conversations with our vendors.
• The Planner engages with the maintenance team to receive updates on work orders and projects. The OPS also assists with organizing meetings and preparing reports.
• The Planner – Scheduler participates in the preparation of weekly payroll reports and adjustments.
• The OPS manages the CMMS system, including the department’s email, employees, and vendors.
• Develops and maintains a vendor library in the cloud, including Certificates and Permits, and ensures that Certificates of Insurance are processed accurately and timely.
• Performs Posting and General communication to the staff in both English and Spanish
• Provides work directions to in-house employees in the absence of the Director of Facilities Operations and/or Facilities Managers.
• Provides support for the operation as needed and completes weekly inspections

Job Requirements:

A person with technical knowledge, human relations skills, and upstanding customer service skills must staff this position. This position is a key cross-functional team member who supports improving the facilities department's operations and transforming them from reactive to proactive. It is a highly skilled maintenance organization position requiring prior experience with office management, bookkeeping, and processes.

• Proficiency in Excel and the Windows suite
• Strong knowledge of work management processes and time management
• Great work ethic, professional attire, and can-do attitude
• Great organizational skills and able to work under pressure
• Bilingual English and Spanish
• Strong oral and written communication skills
• Demonstrated ability for independent decision-making
• Must be flexible and responsive to the needs of the operation
• Must have the ability to overcome obstacles and have the organizational skills necessary to complete assignments on time

Education:

• Associate's degree in a technical field or equivalent experience.
• 3-5 years’ experience in office management or equivalent.

About UG2:

At UG2, a leader in facility services, we are committed to innovation, excellence, and client satisfaction. We are committed to developing the strongest customer relationships and the highest service delivery benchmarks in the marketplace.

Founded in 2012, UG2 is privately held and headquartered in Boston, Massachusetts. We also have regional offices in Chicago, Washington, D.C., New York City, West Palm Beach, Los Angeles, Sunnyvale, and Dallas.