Facility Maintenance Coordinator

City of Minneapolis
June 10, 2021
Minneapolis, MN
Job Type


As the largest and most vibrant city in the state, Minneapolis depends on purposeful, dedicated and innovative employees. Minneapolis has a large variety of careers for people of all experiences and backgrounds who come together for a singular purpose-serving the residents, businesses and visitors of Minneapolis.

Coordinate planning for staffing and other resources and work schedules for Property Services Operations and Maintenance or in the other city operations in conjunction with supervisory staff.

Job Duties and Responsibilities:

  • Manage work request triage vis phone, E-mail and Maximo work request for proper entry into Maximo. Ensure complete problem description and proper asset or location assignment. Forward to appropriate responder
  • Estimate initial responce time and schedule.
  • Coordinate scope, plan resources and schedule development in Maximo on operations and/or maintenance priorities and manpower availability. Involve foreman and supervisor/s as required.
  • Transition trade work schedules into using Maximo scheduler
  • Monitor the progress of PM maintenance activities, special projects, construction contracts, 3dr part Certifications and related activities. Communicate status to ensure that work is continuing in a timely and productive manner
  • Coordinate shut down activities, or other related maintenance work for facilities.
  • Coordinate and facilitate staff meetings to help develop daily, weekly and monthly resource allocation plans. (clarify actual work!!)
  • Plan equipment and supply needs and then work with the Supervisor Distribution Center to specify and order materials in conjunction with maintenance timelines, plans, budgets, and replacement needs to ensure timely delivery and availability when needed.
  • Coordinate with Supervisor Distribution Center to develop Item ID's as needed
  • Establish records of repair costs and asset values and make reports on these issues available
  • Develop management reports on long range maintenance plans, timelines, budgets, and summaries. Maximo, PS FCA, CRS, Comet
  • Track progress and reports, backlog, PM compliance and other as requested for plans and keep the supervisor and management informed through periodic reports.
  • Develop metric meter for addition to Maximo home page as requested by staff.
  • Run Maximo reports on demand
  • Maintain and analyze project and maintenance activity archives to improve the accuracy of time and material estimates for future maintenance and projects activities.
  • Provide technical assistance to operations and maintenance staff, Supervisors and Foreman.
  • Assist Supervisors and Foremen in using Maximo work management computer software to plan and organize activities.
  • Coordinate with PS IT liason for Maximo issues
  • Oversee entries made by Foremen and Supervisors onto the Maximo system to ensure the integrity of the data and functionality of the system.
  • Serve as the Maximo technical expert for divisional staff. Provide day-to-day end user support for field staff using Maximo remotely. Provide Training as requested.
  • Assist Supervisors and Foremen in using Maximo work management computer software to plan and organize activities. Facilitate and/or deliver Maximo training to foreman, supervisors and other divisional staff as needed.
  • Coordinate with asset management staff to maximize the technical data derived from the Maximo system as it relates to budget and capital programs.
  • Oversee the quality control/quality assurance of Maximo technical data to ensure the accurate reflection of operational considerations for future budgeting and capital programming.
  • Manage the asset data input for new and existing facilities.
  • Coordinate the interaction between Maximo and PS FCA
    Required Qualifications:
    MINIMUM QUALIFICATIONS: High School Diploma or equivalent

    MINIMUM EXPERIENCE: Two years experience as a foreman or supervisor in facilities maintenance operations or six years as a tradesman in a similar operation

    An equivalent combination of education and experience closely related to the duties of the position MAY be considered.

    Selection Process
    The selection process will consist of one or more of the following steps: a rating of relevant education and experience and/or an oral examination (100%). It is important that your application show all the relevant education and experience you possess. This information will be used to determine which candidates will proceed in the selection process. A submitted application is also used to verify the answers to any supplemental questions. Only those candidates who attain a passing score (70%) on each step in the selection process will be placed on the eligible list. The City of Minneapolis Human Resources Department reserves the right to limit the number in any phase of the selection process.

    Interview Selection
    The hiring authority reserves the right to determine the maximum number of candidates to interview from the established eligible list. If the hiring authority decides to interview other than by exam score order, they may select additional people to interview based on a candidate's education or experience related to the field, work history, or skills uniquely related to the operational needs of the position.

    Union Representation
    This position is represented by a collective bargaining agreement between the City of Minneapolis and the Minneapolis Professional Employees Association (CPE). For more information on the terms and conditions of this agreement please visit: https://www2.minneapolismn.gov/government/departments/hr/labor-agreements/professional-employees/

    Eligible List Statement
    The names of applicants who meet minimum qualification and who pass the screening process shall be placed on the eligible list for employment consideration. This list will be certified to the hiring manager who may use the list to fill a vacancy of the same job title. This eligible list will expire three months after it has been established.

    Background Check
    The City has determined that a thorough Minneapolis Police Department criminal background check is necessary for positions with this job title. Applicants must sign an informed consent allowing the City to obtain their criminal history information in connection with the position sought. Applicants who do not sign the informed consent form will not be considered for the position.

    Knowledge, Skills and Abilities:

  • Trades Licenses are desirable.
  • Knowledge of project coordination and planned maintenance programs.
  • Experience working with a computerized 'maintenance management' software to establish plans and schedules and materials stock.
  • Excellent verbal and written communication skills
  • Team building skills.
  • Computer proficiency including database, word processing, and spreadsheets.
  • Ability to coordinate in multi-skilled team based environment.
  • Ability to work independently.
  • Knowledge of facilities operations, maintenance and projects
  • Apply
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