Career Opportunities with Vigor

 

Careers At Vigor
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Our approach is simple. We value hard work and smart thinking. Every member of the Vigor team is accountable for the success of the company. We don’t accept the status quo. We minimize barriers and bureaucracy so everyone is empowered to get the job done. We respond quickly to market conditions and our customer’s needs. We take safety and our responsibility for environmental protection seriously.

What is vigor? It’s physical and mental strength. It means effort, energy and enthusiasm. Vigor is the capacity to survive and grow. What is Vigor? It’s our people.

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Facilities Coordinator

Department: Facilities
Location: Seattle, WA

 Vigor Values

Vigor expects all employees to enhance the atmosphere in which they work by living the Vigor Values every day.

Truth: We seek the truth, and we speak the truth
Responsibility:
 We act on what we know is right
Evolution
: We seek mastery, and adapt to a changing world
Love:
 We care about the people we work with, and the world we live in          


POSITION SUMMARY:

Provides exceptional administrative and organizational support for the Facilities Department. Responsible for administrative systems, procedures, record keeping and reporting for the Facilities Team; monitors administrative projects; processes and reviews supplier invoices. Manages various vendors. Assists with and Coordinates planning & scheduling of internal maintenance/repair activities and projects 

 

ESSENTIAL FUNCTIONS AND MAJOR RESPONSIBILITIES:

(This list is not intended to detail all aspects of the assigned work but is representative of the jobís overall responsibilities)

  1. Maintains vendor contracts for equipment repair and services and utility contracts. Investigates potential vendors for various items / materials and solicits bids (purchases and rentals).
  2. Maintains work flow in the department by coordinating communication and correspondence to and from the Department and maintaining records. Prepares reports by collecting, analyzing and summarizing information; overseeing the preparation and completion of Request for Expenditures (RFE) for maintenance budget accounts. Initiate projects and purchases by creating Subprojects, Activities, Work Orders and Requisitions in the IFS system and interacting with vendor and in-house customer (Craft or Admin) to complete work in a timely manner. Reviews and prepares invoices for approval by facilities manager.
  3. Streamlines and improves administrative processes through increased use of software and imaging tools. Improves tracking of maintenance activities and communication of outcomes to the larger organization.
  4. Provides historical reference by maintaining the work packages, inventory files, vendor and subcontractor files, and drawing files, report files; maintains various department records, correspondence, inventory and maintenance files.
  5. Manages Vigorís Seattle based fixed asset inventory by assigning inventory numbers, providing purchase information to the Accounting Department, and initiating disposal records. Maintains fax machine & copier inventory
  6. Receives, composes, coordinates & assigns maintenance requests in IFS. Manages timely closure of work orders.
  7. Supports equipment operation by recording maintenance records and providing Facility Manager needed information about maintenance intervals. May coordinate vendors for support and maintain equipment spares inventory. Maintains & distributes monthly utility reports.
  8. Provide administrative assistance to Facilities Team (Director, Manager, Supervisors) including setting up meetings and preparing correspondence.
  9. Responds to change productively and contributes to team effort by accomplishing related results as needed.
  10. Ensure availability of office supplies and coffee for the department. Monitor and manage budget through the annual Purchase Order.
  11. Track Purchasing Card transactions. Reconcile purchases at the end of the month using proper coding and uploading receipts
  12. Develop skills and knowledge to allow advancement into a role managing projects or other aspects of the Facilities Department.


JOB SCOPE: The Facilities Coordinator acts under the direction of the Facilities Manager and follows guidance on priorities. At times this employee may be asked to work independently on a project and review the results with one of their supervisors. This position primarily supports internal customers. Providing superior customer service and responding proactively are key actions.   The Facility Coordinator may resolve certain issues on their own, but in general will notify a supervisor of their proposed actions.

In addition to supporting many levels of personnel throughout the company, the Facilities Coordinator is a point of contact for customers with regard to the offices we provide them (keys, cleaning supplies, etc.). Thus this position has an important role in supporting customer requirements while here in the shipyard.

The Facilities Coordinator has authority to approve purchase requisitions up to the limits set by company policy (usually $5,000) and therefore needs to exercise good judgment in authorizing purchases to be made. Furthermore, the Facilities Coordinator is responsible for reviewing all invoicing that comes through the Facilities Department and confirming to management that these invoices are in order. This requires detailed and focused review of vendor invoices and Purchase Orders.

 

SUPERVISORY RESPONSIBILITY:  None

 

INTERPERSONAL CONTACTS: This position acts in a support role to a variety of individuals at all levels within the company. Many individuals will look to the Facilities Coordinator to provide accurate information and support. This position may also act in a customer service role for Vigor customers working within the yard. At times, the Facilities Coordinator will need to act as a representative of the Facilities Manager.


KNOWLEDGE SKILLS AND ABILITIES:

  •  Must be a well-organized, detailed, service oriented self-start who possess excellent interpersonal and communication skills, both oral and written, for interaction with internal and external customers.  
  •  Analytical ability to research problem areas and special requests as necessary.  
  •  Ability work in a software intensive environment and use office machines, including personal computers; must possess typing and data input skills. Must be proficient with MS Excel 
  •  Ability to create and maintain filing systems.  
  •  Ability to exercise sound judgment, work well independently, prioritize duties and follow tasks through to completion as necessary.  
  •  Must be able to read and comprehend work specifications, work orders, contracts and technical publications. Ability to read blueprints a plus. Ability to answer the phone and direct calls appropriately.  
  •  Ability to handle competing priorities and deadlines effectively and respond well to last minute, high priority, time sensitive projects.  
  •  Ability to handle the pressure of constant interruptions required. Ability to adapt to being interrupted, addressing that issue and resuming the work at hand.  
  • Must be punctual and demonstrate consistent attendance

 

EDUCATION AND/OR EXPERIENCE:

High School Diploma or GED Certificate is required. AA degree or equivalent experience is preferred.

Minimum three (3) years of experience in an administrative environment with a heavy manufacturing, industrial or marine business, preferably in a facilities department. Strong customer service skills and/or a help desk background are preferred. Experience using PC and software applications such as MS Office, web based workload management software and MS Project., AutoCAD skills would be a significant plus.

 

CERTIFICATES, LICENSES AND REGISTRATIONS:   None required.

 

PHYSICAL DEMANDS:  

Work is conducted in a dynamic, fast-paced office setting with moderate to loud noise levels from production activity in the shipyard. The individual may be required to be in production areas in yard and onboard ships. He/she must be able to walk to and from job sites. The incumbent must be able to frequently bend, squat, crawl, twist and may be required to lift up to 20 pounds. Good finger, hand and wrist dexterity required for extensive computer operations. The person must have good hand-eye coordination and may spend extended time sitting in front of a computer terminal. He/she may be required to work more than 8-hour shifts and weekend work. There may be local travel and out-of-town travel (including air travel) up to 5% of the time with notice. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

WORK ENVIRONMENT:   While in production areas, will be exposed to all weather conditions, noise, dusts and odors. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Vigor and its wholly owned subsidiaries provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Vigor complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Vigor and its wholly owned subsidiaries provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veterans, age, disability or genetics. In addition to federal law requirements, Vigor complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, benefits, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. 

EEO is the Law Poster

EEO is the Law Poster Supplement

If you require special accommodation to submit an application please call 877-778-8421 and follow the directions to leave a detailed message. Someone will attend to your request within two business days. If you do not have access to a computer please call 877-778-6729 to learn where in your community you can submit an online application.

Vigor and its wholly owned subsidiaries provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, protected veterans, age, disability or genetics. In addition to federal law requirements, Vigor complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, benefits, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. 

EEO is the Law Poster

EEO is the Law Poster Supplement

If you require special accommodation to submit an application please call 877-778-8421 and follow the directions to leave a detailed message. Someone will attend to your request within two business days. If you do not have access to a computer please call 877-778-6729 to learn where in your community you can submit an online application.

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