Maintenance Unit/Procurement Coordinator

SUMMARY

The Maintenance Unit & Procurement Coordinator will be responsible for all unit files and their upkeep along with establishing and maintaining a pricing list for all work orders. They will be responsible for carrying out procurement procedures, conducting maintenance bidding contracting processes for vendors and contractors, acquiring maintenance supplies and equipment in accordance with GTB tribal policies and procedures. Procure and inventory warehouse materials and fixtures for Housing Department maintenance. Coordinate the estimating, timely requisition and acquisition of materials for maintenance projects. They will also establish an effective work order system along with an inventory system for supplies and materials used by the maintenance staff.

MINIMUM QUALIFICATIONS

• An Associate Degree in Business or Administrative Services required.
• One year of experience in procurement or a related field and at least 2 years of experience with warehousing inventory.
• Must have a valid Michigan Driver's License and be insurable by the GTB insurance carrier.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• The Procurement Coordinator will be responsible for setting up and maintaining all unit files.
• Will be responsible for keeping track of preventative maintenance work needed on units and work with Maintenance Supervisor for the scheduling of such work.
• Develop a database for work completed on units or investigate the possibility of software available for such purposes.
• Will work with the Maintenance Supervisor on procurement needs for units and ordering of inventory.
• Maintain an inventory system for maintenance supplies and materials, with a focus that protects the assets.
• Will act as a contracting officer for the housing department regarding procurement contracts for housing units, act as the responsible fiduciary on behalf of the purchasing for housing, and cost containment measures.
• Develop and maintain a standardized pricing list for damages and all other work order costs.
• Responsible for maintaining work order system.
• Work closely with Occupancy Specialist in the processing of tenant damages.
• Work with tenants, homebuyers, GTB Housing Department/Tribal personnel, as well as community members in the development and implementation of trainings for social/community/program purposes.
• Maintains Housing supplies, materials for cleaning, and repairs of units.
• Schedule work repairs and remodeling of occupied and vacant rental units.
• Set work priorities for each week, make suggestions to better the efficiency of maintenance.
• Responsible for GTB Housing contract administration and procurement filing.
• Conduct bidding and establish contracts with contractors and vendors, building professional relationships for any sub work done pertaining to Housing units, using competitive bid marketing techniques
• Perform inspections as required for housing stock, programs, procurement and all contract administration.
• Keep warehouse clean and organized and maintain tools and equipment in shop.
• Work closely with Occupancy Specialist regarding unit files and their maintenance to include keeping track of all work done to a unit, when new appliances are added, and any preventative maintenance work completed.
• Assist Maintenance Supervisor with all paperwork and documentation needed to complete and close out work orders with Maintenance Supervisor for the scheduling of such work.

OTHER SKILLS AND ABILITIES

• The Procurement Coordinator is a housing support function. The position requires an individual with strong organizational, along with the ability to develop programs from the start to finish.
• Setting up unit files and their maintenance will include keeping track of all work done to a unit, when new appliances are added, and any preventative maintenance work completed.
• The Procurement Coordinator must maintain impeccable files and provide timely correspondence to all interested parties.
• The job will interact with the Tribal Membership, Housing staff, outside vendors and contractors.
• The Procurement Coordinator must possess the ability to establish and maintain harmonious, cordial, and effective relationships with tenants, staff, and other individuals and groups.
• A general aptitude and ability to carry out instructions furnished in written, oral, or diagram form.
• Ability to interpret and make independent decisions based on policy guidelines established by the GTB Housing Department and outside funding agencies.
• Must be able to handle crisis situations on occasion and be able to function under pressure with professionalism.
• Ability to refer unsafe, unlawful or questionable situations within the GTB Housing tenants to the appropriate services.
• Must be proficient in Excel, Access and Word computer programs.
• Must have working knowledge of construction trade.
• Must be familiar working with outside vendors and contractors.
• Must complete Program Directors Training within one year of date of hire.
• Excellent interpersonal skills with demonstrated patience, tact, and respect.
• Exceptional detail and follow-up skills.
• Ability to quickly evaluate alternatives and decide on a plan of action.
• Must be able to deal with the public without losing perspective.
• Additional duties as directed

EDUCATION and/or EXPERIENCE

• An associate degree in Business, Secretarial Sciences, and Administrative Services required. *
• One year of experience in procurement or a related field.
• At least 2 years of experience with warehousing inventory.

SUPERVISORY RESPONSIBILITIES

None

DRIVING REQUIREMENTS

• Must have a valid and unrestricted Michigan Driver's License and appropriate endorsement for all vehicles required for operation in the performance of duties.
• Must pass a Michigan Vehicle Report (MVR) and be able to be insured by GTB's driver's insurance carrier.

WORKING CONDITIONS

Setting is inside a multi-person office environment, but it is important to realize that some of the work requires you to travel to the other six-county service areas that have housing units.

TYPICAL PHYSICAL DEMANDS

Must be able to lift to 50 lbs., load, unload and put away supplies and/or equipment.

TYPICAL MENTAL DEMANDS

Must be able to effectively handle stressful and compromising situations, while remaining focused and professional. Must be able to deal with outside vendors in a professional manner. Must be able to work productively under strict time restraints with variable deadlines. Must be able to make quick, informed decisions.

COMMENTS

Native American Preference will apply. Must be willing and able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy regarding confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time through motion with Tribal Council approval. * Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.

Current Openings for Maintenance Unit/Procurement Coordinator Jobs at Grand Traverse Band of Ottawa and Chippewa Indians