Facilities Coordinator

Job Description: Facilities Coordinator

Position Purpose: To provide skills and apply knowledge to the level that is appropriate to the

training, experience and qualifications required to be eligible as an

Associate Member of the Facilities Management Association of New

Zealand (FMANZ), ensuring that all work performed safely and complies

with all relevant Health and Safety and Statutory regulations and standards.

Conduct OH&S inspections, arrange for contractor support for

maintenance, overhauls and installations of University mechanical services

and equipment, carrying out surveys, the collection and input of data, and

attending to inspections in support of planned preventative maintenance

with the Facilities Services Team.

Department: Estates Management - Facilities

Location: Palmerston North

Reports to: Campus Services Manager

Responsible for: Nil

Delegations: Band D

Job Title: Coordinator – Facilities

Key relationships: Internal External

Estates Management Team Contractors

Department / School Staff Suppliers

Landlords / Tenants…

Massey University: We are a world-leading university in many academic disciplines and fields

of research. Our point of difference is research that is connected to

community and industry. Our researchers are developing expertise and

skills to advance human knowledge and understanding. Working together

across disciplines and locations, we solve national and global problems

through fundamental, applied, and interdisciplinary research, while

culturally and artistically enriching our world.

We are deeply committed to being a Te Tiriti-led university, demonstrating

authentic leadership in contemporary Aotearoa New Zealand as we uphold

Te Tiriti o Waitangi, the founding document of our nation, and its principles

through our practice. We embrace this not just as an obligation but as a

real opportunity for the nation and its people.

Our educators are preparing a new generation of global leaders. Our

students are diverse and are attracted to Massey because they want to

achieve their personal goals or make their mark in the world. They

experience world-class learning that recognises their intellectual and

cultural strengths, expands their horizons, and prepares them to

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contribute to a rapidly transforming world with skills, critical and creative

thinking and leadership.

We will be renowned for our passion and caring attitude. All Massey

campuses will be innovation ecosystems, acting as magnets for smart

enterprises. Wherever we are, we will operate in partnerships founded on

respect, trust, and mutual benefit. Massey is not only defined by what we

do, but by how we do it.

About this area The Estates Management team is focused on maintaining and operating

the amenities, buildings, and grounds of Massey's three campuses. It also

runs the Capital Projects (building related) for these campuses. The team

is made up of about 120 members who all play vital roles in ensuring a

positive student and staff experience. This role supports teaching and

research outcomes by ensuring that the Campus facilities and services

meet the needs of the University community.

Massey core capabilities

At Massey we are Tiriti-led, upholding Te Tiriti o Waitangi principles through our practice, we:

Demonstrate awareness of Te Tiriti o Waitangi and its contribution to Aotearoa New Zealand

society.

Understand the relevance of Te Tiriti o Waitangi in relation to the work of the University and

the people we serve.

Embracing Te Reo in relevant and practical ways in our workplace interactions and engagement

with external stakeholders, giving expression to Tikanga Māori and protocols that

demonstrates that we respect and value Māori conventions in appropriate settings.

At Massey we work together with mutual respect and caring. we:

Act with integrity and trustworthiness and give credit to others for the work they do.

Work cooperatively and inter-dependently to foster and promote the One University approach.

Share knowledge and communicate professionally with courtesy and mutual respect.

Are ethical in all transactions, working within the parameters of our policies and procedures.

Are direct, truthful and maintain confidentiality.

Seek to understand and appreciate our differences.

Keep ourselves and others safe; work together to embrace with the University's health, safety

and wellbeing policies, procedures, and programmes; display commitment by actively

supporting all safety and wellbeing initiatives: and by actively engaging in health and safety

improvement opportunities.

At Massey we are future-focused, results- oriented and strive for excellence. we:

Take ownership and responsibility for delivering results to support achievement of university

objectives.

Provide the best quality services to our customers (internal and external) ensuring our

students/ stakeholders are at the heart of everything we do.

Deliver or support world-class research, teaching and learning and citizenship.

Take personal responsibility for our performance, take pride in doing our job well, and commit

to ongoing personal and professional development.

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Are motivated and create a positive working environment where our values are reinforced.

Anticipate and respond with agility and resilience to the changing needs of the University and

the communities we serve.

Seek ways to improve our services to deliver in an efficient and effective way.

Embrace technology and apply this innovatively to better meet the needs of those we serve.

Challenge ourselves to reach our potential and help bring out the best in others.

Understand how what we do contributes to the objectives of the University.

Accountabilities

Organisation • First Line Responsibility for the health and safety, duties and work

performance of self and any apprentice, or assistant that is placed under

their supervision.

Ensures all service and maintenance records are maintained and

recorded in the Asset Management Software system (MAXIMO).

Understands and applies risk management processes and procedures

where necessary.

Assist and/or liaise with departmental staff and support University events

that are held on Campus as required

General Duties • First point of call for the Campus Services Facility Maintenance team,

interfacing with all external and internal customers relating to the

execution on Planned, Preventative and Corrective maintenance.

Manage and maintain Maximo capturing all preventative and reactive

work orders for the site

Coordinating contractors and suppliers to ensure the highest quality of

work is performed by them and ensuring that all work performed

complies with statutory regulations and standards.

Conduct and assist with use, data input and modifications to the building

maintenance system (BMS) and be able to utilize available software to

assist with fault-finding / functional adjustments to settings and

parameters etc. as required.

Carry out site inspections and liaise with subcontractors to ensure works

completed to satisfaction

To respond to maintenance emergencies on Campus. Ensuring

minimization of harm to people, damage to university facilities and

disruption to University teaching and research activities.

Undertake refresher courses and training that is necessary and specific

to the University's business continuity, as the University requires at the

University’s expense.

Financial • Review and approve, MAXIMO work and requests including final reviews

Administration when work is complete.

Ensure work requests are completed within the KPI response times so

that our customer satisfaction is high.

Data entry and maintenance of all required invoice data into MAXIMO

and other nominated databases as per Massey Financial processes.

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Operations • Respond to reported issues and coordinate efficient and effective

coordination responses.

Monitor job requests, provide campus services manager with data

spreadsheets and follow up contractors to ensure completion. Provide

feedback to clients and customers when required for overdue works.

Contribute to the maintenance of MAXIMO to maintain an asset register

of all plant and equipment, recording corrective works and cost history

for the properties and reporting on the maintenance service.

Assist with the management of subcontractors such as:

Collection of subcontractor documentation for compliance and WHS&E

Management of insurance currency

Ensure compliance with relevant laws, regulations, codes and standards.

Assist in the preparation of contract reporting requirements as required.

Assist with quality assurance requirements including undertaking audit

inspections, documentation preparation for Massey University.

Ensure full compliance with Massey University business systems,

including the Quality Management System (QMS), Occupational Health

& Wellness System (OH&W) and Environmental Management System

(EMS).

Customer Service • Foster and maintain positive working relationships with clients, client

sub-contractors, suppliers and consultants.

Establish relevant, quality driven, external networks and relationships to

achieve business outcomes.

Develop a solid understanding of the client’s business and needs,

working in collaboration with client to develop new and different ways

of working together.

Relationship • Operate in accordance with Massey University Values, enabling a

Management cohesive and positive working environment.

Establish and maintain close working relationships within the University

Services team including the stakeholders at all levels of the Estates team,

all member of trade service delivery teams, other remaining stakeholders

including contractors and faculty representatives (end users). Actively

promote teamwork within the team, contract and business.

Foster open communication channels by keeping people informed of all

changes and decisions that affect them, ensuring that all useful or

relevant information is promptly and accurately communicated and

shared.

Participate in work related team meetings and activities as required.

Qualifications and Experience

Qualifications: • Formal tertiary qualifications in building/project/ facilities

management related discipline.

Training in current OH&S, QA and ideally environmental legislations

and systems.

Worked in FM for two years OR

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Worked in FM for one year and hold an FM-related qualification at

NZQA Level 4.

Minimum of current NZ motor vehicle license for operation of a

manual vehicle - Class 1.

Experience: • Knowledge of building services and general building

maintenance.

Demonstrated experience in multi-tasking of various

duties.

Proven capability of working within an environment using

QA, OH&S and environmental systems.

Able to respond quickly to change and adopt a flexible/

innovative approach to problems and opportunities.

Proficient in desktop applications such as Word, Excel, and

Outlook.

Knowledge and experience in the use of a Computerised

Maintenance Management System knowledge (CMMS) e.g. MAXIMO

would be advantageous

Extensive experience working in a team conducting Planned,

Preventative & Predictive Maintenance activities.

Maintenance experience at an educational, hospital or University (or

similar organization) is highly desirable.

Capabilities - Behaviour

Communication • Familiarity with building terminology and trades activities.

Clear documentation skills to maintain records. Essential

The ability to work with, and if necessary, direct mechanical contractors.

• Conducts discussions in a respectful manner, that are sincere and fully

expressed.

Develops a clear, complete understanding of needs and problems through

careful listening, probing, reflecting, and summarising.

The ability to communicate clearly and concisely with staff and managers.

A positive attitude to workplace safety and a good knowledge of safe

working practice.

Self-motivated and committed to continuous improvement. Ability to build

positive relationships with customers.

Ability to work with concern for order, timeliness, quality, and accuracy.

The ability to work well with other members of a team yet work

independently.

Proactive, innovative, decisive, and adaptable.

A commitment to following the University's Policies, Procedures, and

Regulations.

Effective organisational skills.

Interpersonal • Establishes and maintains credibility and appropriate confidentiality with

Skills stakeholders.

Able to coach and influence internal and external stakeholders, building Essential

constructive working relationships.

Identifies and addresses potential issues with stakeholders.

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Contributes as a member with multiple teams that span function, issue,

location.

Establishes and maintains productive working relationships with key

stakeholders internally and externally.

Continuous • Adjusts current working processes or adopts new approaches in response

Transformation to changes in the business environment.

Communicates and analyses assumptions about a particular issue with Essential

colleagues to gain new perspectives or more effective solutions.

Explains lessons or experiences learned from mistakes and failures as well

as successes.

Seeks challenging opportunities or assignments to grow and develop one's

own knowledge, skills, and abilities.

Implements new systems, procedures and tools efficiently when changes

occur in the work environment.

Results • Takes responsibility for escalating issues that impact on planned work and

Orientation outcomes.

Able to track and complete agreed work in planned timeframes.

Essential

Documents how results were obtained to support knowledge transfer and

best practices.

Helps others drive tasks to completion as appropriate.

Maintains focus on critical work standards and expectations.

Priority Setting • Works with others to re-prioritise work and reschedule commitments as

necessary.

Essential

Clarifies and handles multiple concurrent and diverse activities.

Demonstrates an expectation that there will be ongoing shifts in demands

and priorities.

Responds to shifting priorities while maintaining progress of regularly

scheduled work.

Addresses potential conflicts that impact current delivery commitments.

Service Excellence • Responds to unexpected stakeholders’ requests with a sense of urgency

and positive action.

Essential

Able to respond to common stakeholder queries and problems or escalate

if required.

Provides a quality of service that stakeholders describe as excellent.

Provides a level of customer centric service excellence that contributes to

the department’s objectives.

Provides direct service to internal or external stakeholders.

Problem Solving • Helps to analyse risks and benefits of alternative approaches and obtain

decision on resolution.

Essential

Uses fact finding techniques and diagnostic tools to identify problems.

Uses initiative to develop alternative techniques for assessing accuracy and

relevance of information.

Identifies and documents specific problems and resolution alternatives.

Examines a specific problem and understands the perspective of each

involved stakeholder.

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Capabilities - Technical

Health and Safety • Have a good understanding of their obligations under the health and

Essential safety at work act 2015.

Have experience with both writing and approving Risk Assessments.

Be able to assess and give feedback to others safe work methods.

Ensure all works undertaken meet applicable statutory and legal

compliance obligations. Assists in the collection and preparation of

required budget information.

Computer • Prior experience with Asset Management Systems is desirable.

Literacy • Familiarity and ability to use the standard Microsoft suite (Outlook / Word

/ Excel) is essential. Essential

Prior use or understanding of BMS (Building Management System)

Controls is desirable.

Pre-employment checks

Essential • Requirement to pass a Criminal and Traffic Convictions (Security) Check

performed by the Ministry of Justice.

• Requirement to pass a Credit History and No Asset Procedure (NAP)

Credit History Check performed by Equifax

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