Customer Service Coordinator

Customer Service & Work Order Coordination

Serve as the primary point of contact for Facilities-related inquiries from the campus community.
Receive, process, prioritize, and monitor service requests and work orders using the Facilities work management system.
Cookordinate maintenance and repair activities with Facilities trades staff, contractors, vendors, and requesting departments.
Track work order progress, labor, materials, contractor costs, and completion status.
Respond to and monitor the Facilities departmental email account, ensuring timely responses to customer inquiries.
Provide training and guidance to campus community members and Facilities staff on submitting and managing work requests.
Notify Facilities leadership of emergency situations and coordinate appropriate response efforts.

Contractor & Vendor Coordination

Coordinate contracted maintenance and repair services, including scheduling, access arrangements, and communication with requesting departments.
Manage contractor access by coordinating:
Brass keys
Card access credentials
Temporary parking permits
Produce and distribute the daily contractor schedule to Campus Police, Campus Card Access, Residential Services, Facilities Management, Environmental Health & Safety, Sustainability, the Events Office, and the Projects Team.
Reconcile contractor invoices with completed work orders and verify billing accuracy.
Maintain contractor access documentation and ensure all issued keys, badges, and permits are properly returned.

Key & Access Control Administration

Maintain accountability for Facilities-controlled keys stored within the Customer Service Center.
Issue, track, and reconcile keys assigned to employees and contractors.
Maintain accurate electronic and physical inventories of all controlled keys.
Ensure key records remain current and compliant with university procedures.

Project & Maintenance Coordination

Collaborate with the Associate Director of Mechanical Operations, Facilities Managers, and the Projects Team to schedule maintenance and capital project work during academic breaks, holidays, and summer periods.
Cookordinate elevator repairs by working directly with service contractors, communicating outages to affected campus groups, and maintaining required inspection certificates.
Cookordinate routine preventive maintenance activities with Campus Dining Services, including:
Kitchen drain cleaning
Grease trap maintenance
Vent hood cleaning
Equipment shutdowns
Major kitchen and dining facility repairs.

Financial & Administrative Support

Track chargeable Facilities work and process interdepartmental billing through Workday.
Support Facilities management and trades personnel with procurement of materials, equipment, office supplies, postage, and operational resources.
Receive and distribute departmental mail and package deliveries.
Maintain department records, databases, and operational documentation.
Manage campus electric vehicle (EV) charging accounts and coordinate repair service for EV charging equipment.
Cookordinate campus signage requests with approved vendors and University Marketing.
Maintain and annually update the campus building contact directory.

Human Resources Support

Assist with recruiting and hiring student employees for the Customer Service Center, summer operations, and seasonal snow removal crews.
Cookordinate onboarding, orientation, and training for student employees.
Assist Facilities management with employment reference checks as requested.

Communication & Collaboration

Foster positive working relationships with faculty, staff, students, contractors, vendors, and external service providers.
Cookoperate with Campus Police, Residential Services, Campus Card Access, Dining Services, Environmental Health & Safety, Sustainability, University Events, and other campus departments to support Facilities operations.
Cookoperate with Facilities management to maintain effective communication regarding maintenance activities, scheduled outages, emergencies, and project updates.

Required Qualifications

• Associate's degree or equivalent combination of education and relevant experience
• Three to five years of experience in customer service, facilities operations, administrative coordination, or office management
• Strong organizational and time management skills with the ability to prioritize multiple assignments in a fast-paced environment
• Excellent verbal and written communication skills
• Demonstrated commitment to outstanding customer service
• Experience coordinating multiple stakeholders and maintaining confidential information
• Proficiency with Microsoft Office Suite and enterprise management systems (Workday and computerized maintenance management systems preferred)
• Ability to work independently while exercising sound judgment and initiative
• Strong attention to detail and accuracy

Preferred Qualifications

• Experience in facilities management, higher education, property management, or building operations
• Experience using computerized maintenance management systems (CMMS)
• Knowledge of contractor coordination, access control, or work order management
• Familiarity with Workday or similar enterprise resource planning (ERP) systems

Core Competencies

• Customer Focus
• Communication
• Organization and Planning
• Problem Solving
• Collaboration
• Attention to Detail
• Adaptability
• Time Management
• Initiative
• Professionalism
• Confidentiality
• Continuous Improvement

Pay & Schedule

The hourly rate for this position is up to $28.81 per hour, depending on experience, for a full time schedule of 37.5 hours per week.

EEO Statement

WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity, collaboration, inclusion, problem solving, innovation, high performance, and change making. It is committed to maintaining a campus environment free of harassment and discrimination.