Athletic Maintenance Coordinator

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment.

Responsibilities

• Procurement (Purchase Orders)
  • Initiate, process, and track purchase orders for maintenance supplies, parts, equipment, and contracted services.
  • Coordinate with vendors and internal procurement/purchasing staff to resolve order discrepancies, backorders, and delivery issues.
  • Maintain accurate purchase order records in alignment with University procurement policies.
• Invoicing
  • Review, verify, and process vendor invoices against purchase orders and delivery confirmations.
  • Reconcile invoice discrepancies with vendors and internal finance staff.
  • Support month-end and year-end financial closeout activities related to maintenance expenditures.
  • Maintain organized invoice and payment records for audit readiness.
• Departmental Asset Tags
  • Coordinate the tagging, labeling, and asset-tracking of departmental equipment and tools in accordance with University asset management standards.
  • Maintain up-to-date records of tagged assets, including location, condition, and assignment.
  • Support periodic equipment audits and inventory reconciliation tied to departmental tagging systems.
• Project Management Support
  • Assist Facility Managers and Skilled Trades leadership with scheduling, tracking, and documentation for capital and departmental maintenance projects.
  • Coordinate timelines, milestones, and deliverables across trades, vendors, and internal stakeholders.
  • Prepare project status updates, meeting notes, and progress reports for leadership review.
• Document Management
  • Organize, maintain, and archive facilities-related documentation, including manuals, warranties, permits, and compliance records.
  • Ensure documents are accurately filed and readily accessible for staff, auditors, and University personnel.
  • Support version control and standardization of departmental forms, templates, and procedures.
• CMMS Administration
  • Serve as a day-to-day administrator of the Computerized Maintenance Management System (CMMS), supporting data entry, updates, and system accuracy.
  • Assist with CMMS standardization efforts, including asset records, PM schedules, and reporting workflows.
  • Train and support staff on CMMS use and troubleshoot routine system issues.
  • Generate reports from the CMMS to support operational decision-making and leadership reporting.
• Work Order Monitoring
  • Enter, assign, and track work orders in the CMMS in a timely and accurate manner.
  • Monitor work order status and follow up with AMTs, Facility Managers, and trades staff to ensure timely completion.
  • Close out completed work orders with appropriate documentation, labor, and materials recorded.
• Safety (EH&S) Documentation Support
  • Assist with maintaining Environmental, Health, & Safety (EH&S) documentation, including inspection records, training logs, and compliance certifications.
  • Support scheduling and tracking of required safety trainings and certifications for maintenance and trades staff.
  • Help coordinate documentation for aerial lift, equipment, and other safety-related inspections.
• Inventory Management
  • Monitor and maintain inventory levels of maintenance parts, tools, and supplies.
  • Conduct periodic inventory counts and reconcile discrepancies.
  • Coordinate reordering of stock items to prevent shortages that could delay maintenance and work order completion.

Requirements

• Ability to coordinate and collaborate with others in a fast-paced working environment to meet tight deadlines/service needs.
• Strong professional communication skills (written and verbal).
• Ability to establish and maintain a positive working relationship with all team members and customers (including but not limited to coaches, program staff, student-athletes, patrons, vendors/contractors, event spectators, etc.).
• Ability to work weekends as needed.
• Working experience with Google Suite.
• Must be able to fulfill the requirements to drive a University vehicle (includes review of driving record).

Qualifications

• Basic knowledge of facility maintenance operations, utilities, and the built environment.
• Experience with web-based work order management software.
• Working knowledge of game day operations, including but not limited to setup of intercollegiate football, basketball, and hockey contests.
• Knowledge of NCAA and Big Ten Compliance rules.
• Knowledge of general industry and construction health and safety regulations.

Benefits

In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

• Generous time off.
• A retirement plan that provides two-for-one matching contributions with immediate vesting.
• Many choices for comprehensive health insurance.
• Life insurance.
• Long-term disability coverage.
• Flexible spending accounts for healthcare and dependent care expenses.