Facilities Business & Daily Operations Assistant

About the role

Under the direction of the Director of Facilities – Administration & Campus Business Services, this position serves as an Assistant within Facilities Operations. This role reports directly to the Director and will assist with the oversight of work, order prioritization, resource allocation, and service delivery. The Facilities Operations Assistant will assist with the facilitation of daily maintenance operations, business services, financial processes, and customer service delivery for the Facilities Department. This role provides assistance with coordinating maintenance services, managing business operations infrastructure, supporting financial and procurement activities. The position serves as an administrative support liaison between Facilities, campus departments, and external partners. This position will participate in on-call responsibilities as needed.

Responsibilities

• Operational Leadership & Work Control Management (35%)
  • Assist with managing daily campus maintenance and Facilities business operations processes, including coordination of service delivery and operational workflows.
  • Assist with scheduling and dispatching of both licensed, contracted, and in-house trade-related services based on preventive and routine maintenance schedules.
  • Monitor and assist with managing work order processes, including status tracking, prioritization, and resolution of service issues.
  • Assist with resolving complex operational issues and respond to inquiries related to work orders, scheduling, and service delivery.
  • Assist with coordinating campus-wide communication and coordination related to service disruptions, emergencies, and scheduled shutdowns.
  • Participate in after-hours on-call rotation and assist with emergency response activities as needed.
• Administrative & Business Operations Management (35%)
  • Assist with department-specific business operations, including FOAPAL documentation, internal billing processes, policy interpretation, and inventory reporting.
  • Assist with monitoring procurement processes using U-Shop, including purchase tracking, change requests, and vendor coordination with USNH Procurement.
  • Assist with managing invoice processing, documentation, and reconciliation using departmental systems and CMMS.
  • Maintain accurate records, documentation, and compliance across administrative and operational functions.
• Financial Management, Contracts & Resource Oversight (30%)
  • Assist with the administration of maintenance and service contracts, including tracking, compliance, and performance monitoring.
  • Partner with procurement and department leadership to coordinate vendor payments and manage financial aspects of contracts.
  • Provide analysis and reporting on service contracts, expenditures, and operational financial metrics.
  • Assist with supporting budgeting processes, financial tracking, and resource allocation aligned with Facilities strategic plans.
  • Other duties as assigned.

Requirements

• Minimum Acceptable Education & Experience:
  • High School Diploma and 5+ years of progressive leadership experience overseeing cross-functional operations and service delivery.
  • Demonstrated ability to manage multiple complex projects simultaneously.
  • Experience in business operations and financial processes.
  • Minimum of 3–5 years of supervisory experience in an operational or facilities environment.
• Required Licenses & Certifications:
  • Must possess a valid driver’s license.
• Knowledge, Skills & Abilities:
  • Proficiency in Microsoft Outlook and business applications (e.g., Word, Excel, Teams), with demonstrated ability to manage communications, scheduling, and operational workflows in a fast-paced environment.
  • Able to multitask and organize workload for effective implementation.
  • Effective analytical and problem-resolution skills.
  • Effective independent judgement and decision-making ability.
  • Serve as a positive team member.
  • Customer service and results-driven.
• Preferred Qualifications:
  • Bachelor’s degree or Associate Degree with 5+ years of experience.
  • Certification in First Aid, CPR, and AED, and provide emergency medical treatment.
  • APA (Association of Physical Plant Administrators) Membership and/or certification preferred.

Pay

$30/hour