Equipment Officer | Central Facilities Management Office  

Summary of Work Activities and Responsibilities:

Under the supervision of the Equipment and Motorpool Management Section Head, the Equipment Officer coordinates with suppliers on the maintenance of equipment, and facilitates and tracks Job Orders requests for minor repairs from the Section. The Equipment Officer is also expected to assist in the management of major improvement projects that are related to the Section’s operations and services.

Main Duties and Responsibilities

I. Equipment Maintenance

• Reviews Job Order requests related to equipment maintenance, and determines necessary actions to resolve requests, in consultation with the Section Head
  • Identifies appropriate team to resolve requests (i.e. third-party supplier or internal CFMO team) and cascades Job Order to them for resolution
  • Monitors status of Job Order requests to ensure its timely completion
  • Addresses inquiries related to Job Order requests
• Coordinates with units on their major and loose equipment requirements in the Ateneo Loyola Campus & Ateneo Professional Schools
• Arranges for third party preventive maintenance services and necessary replacement of parts for University equipment (e.g., generator, elevators, air conditioning units, Fire Detection and Alarm System/Firepro, Solar Tech, earthquake seismograph unit)
  • Coordinates with all suppliers regarding any additional repair requests and submits service reports to the Section Head for approval
  • Initiates renewal of contracts for preventive maintenance services process by coordinating with the Central Purchasing Office (CPO) to help the Section Head regarding budget preparation
  • Schedules system preventive maintenance of the equipment and coordinates with the unit regarding scheduling of maintenance services
  • Monitors routine-in house genset power up and test run
  • Collects data and equipment status to identify need for repair and upgrade of the system
  • Collects data on repairs and upgrades and submits analysis report to the Section Head
• Coordinates routine walkthrough of all buildings to check for equipment faults or errors for repair
• Secures the renewal of Mechanical Permit to Operate
  • Coordinates with the local government unit (LGU) for the requirements to secure a permit to operate mechanical equipment.
  • Prepares all necessary requirements for submission to the LGU.
• Updates Section’s database of equipment based on permits, replacement, status, cost etc.

II. Project Coordination for Major Improvements

• Assists the Section Head in the management of major improvement projects
  • Coordinates with contractors for project implementation
  • Monitors accomplishment of project plans, ensuring that implementation is within established scope, timeline, and budget, as instructed by the Section Head
• Collates and organizes project documentations, in coordination with the Administration Group

III. Performs other duties that may be required by the immediate supervisor and authorized representatives

Education and Experience Requirements:

• College graduate with a degree in Engineering
• With at least 2 years relevant work experience

Knowledge, Skills, and Abilities:

Knowledge

• Administrative: Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and workplace terminology (required for reports)
• Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction (required for dealing with stakeholders)
• Mechanical: Knowledge of machines and tools, including their designs, uses, repair, and maintenance (required for managing building equipment)
• Law and Government: Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process (required for compliance with Laws and Regulation in Relation to Equipment, e.g. Rule 1220)

Skills

• Complex Problem Solving: Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions (required for analyzing situations and addressing equipment concerns)
• Management of Material Resources: Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work (required for maintenance of equipment)
• Time Management: Managing one’s own time and the time of others (required for managing own time vis-à-vis client requests)
• Coordination: adjusting actions in relation to others’ actions (required for dealing with stakeholders)
• Instructing: Teaching others how to do something (required for dealing with stakeholders)
• Negotiation: Bringing others together and trying to reconcile differences (required for dealing with stakeholders)
• Persuasion: Persuading others to change their minds or behavior (required for dealing with stakeholders)
• Service Orientation: Actively looking for ways to help people (required for dealing with stakeholders)
• Social Perceptiveness: Being aware of others’ reactions and understanding why they react as they do (required for dealing with stakeholders)
• Equipment Maintenance: Performing routine maintenance on equipment and determining when and what kind of maintenance is needed (required for preventive maintenance)
• Operation and Control: Controlling operations of equipment or systems (required for operation of equipment)
• Operations Monitoring: Watching gauges, dials, or other indicators to make sure a machine is working properly (required for House Genset Power Up Test Run and other equipment)
• Repairing: Repairing machines or systems using the needed tools (required for preventive maintenance)
• Quality Control Analysis: Conducting tests and inspections of products, services, or processes to evaluate quality or performance (required for ensuring output of contractors/ suppliers)