Work Control Unit Coordinator - Beirut

This position is no longer open.

Role Summary

The Work Control Unit Coordinator is mainly responsible for ensuring the smooth operation of the maintenance and service activities within the university’s physical plant. S/he will receive and process service requests, execute signage requests, ensure field coordination, handle procurement of goods and services, follow-up on fuel and water purchases, coordinate and control the university’s keys inventory, log and track projects’ documentation, handle invoices and provide administrative support across the physical plant.

Main Duties & Responsibilities

• Receives helpdesk incoming phone calls, emails and requisitions from various stakeholders (faculty, staff and students)
• Coordinates with maintenance teams to schedule and dispatch work requests
• Monitors the progress of ongoing tasks and follows up as necessary to ensure timely completion; secures budget approvals from end-users where needed
• Maintains an inventory of building signage and ensures proper installation
• Orders needed signage from adequate suppliers and delivers to technical team when received for installation
• Coordinates between the maintenance team, protection, logistics, hospitality offices and the external contractors to schedule maintenance works: secures relevant approvals and coordinates material entry and exit
• Sources and procures necessary materials, equipment, and services to support maintenance activities in line with LAU procurement policies. Follows up on purchase requests with the procurement office and ensures a timely delivery
• Maintains a supplier database and ensures appropriate vetting of suppliers
• Contacts contractors to execute outsourced service requests; obtains quotations, and contacts selected contractors
• Prepares fuel and water orders, enters in database and processes payments
• Prepares reports on consumption trends within the physical plant office
• Receives and reviews invoices, processes for payment and updates database
• Processes petty cash invoices and secures replenishments
• Maintains an updated inventory of keys for campus buildings and facilities
• Coordinates key issuance and returns in accordance with established processes
• Assists in preparing renovations projects Bill of Quantities (BOQ), tender documents and site reports
• Receives all capital and renovation projects’ submittals and document transmittals and updates relevant database; reports unanswered submittals
• Verifies receipt of projects technical files, operations manuals and warranties
• Assists in scheduling daily labor work and follows up on payments
• Processes requests for disposals and asset transfers 
• Assists in the design, planning and execution of the unit projects
• Provides administrative assistance to the physical plant office, as needed
• Provides backup support to ensure continuity of operations, when needed
• Performs other duties pertinent to this job as assigned

Minimum Required Qualifications

• Bachelor Level
• Minimum 2 years of working experience in a similar role
• Excellent communication skills
• Strong organizational skills with attention to detail
• Excellent computer skills
• Service excellence and customer focus
• Ability to work under pressure
• Proactive

Interested candidates should email their CV with a letter of interest outlining the applicant’s relevant experience to vacancy3@lau.edu.lb, specifying the job title in the subject line.

CVs should include the exact month and year while listing the candidate’s professional experience and educational background.

Closing date for accepting applications is Tuesday, May 28, 2024.

No applications will be accepted after this date, and only shortlisted candidates will be notified.

The Lebanese American University is an Equal Opportunity Employer.