FACILITIES OPERATIONS COORDINATOR

About the role

The Facilities Operations Coordinator provides administrative, operational, and systems support for Facilities Operations. This position serves as the primary Facilities coordinator for campus moves and coordinates work order administration, purchasing and invoicing, vendor documentation, departmental records, furniture requests, and customer service. The Coordinator works with Facilities leadership, staff, campus departments, students, and vendors to track requests and support timely service.

Responsibilities

• Coordinate work order intake, routing, tracking, and follow-up; review status and communicate outstanding needs to staff and supervisors.
• Coordinate preventive maintenance scheduling and related vendor activities.
• Maintain advanced working knowledge of AkitaBox and assist staff with system use and work order documentation.
• Communicate maintenance projects, repairs, shutdowns, and operational impacts to campus partners.
• Route urgent Facilities requests according to established procedures and track operational follow-up.
• Assist Facilities leadership with scheduling, meetings, documentation, and routine operational needs.
• Process Facilities invoices, account coding, reconciliation, purchase orders, approval routing, and supporting documentation.
• Prepare and track purchasing requests, quotes, and procurement for Facilities goods and services.
• Maintain vendor records, including W-9s, certificates of insurance, contact information, and access requirements.
• Coordinate vendor scheduling, keys, and campus access; follow up on billing questions and missing documentation.
• Maintain organized purchasing and invoice records according to institutional procedures.
• Serve as the primary Facilities Operations coordinator for faculty, staff, and departmental moves across campus.
• Meet with campus departments to identify move requirements, schedules, furniture and access needs, and Facilities impacts.
• Develop and maintain move schedules, checklists, room information, furniture plans, and related documentation.
• Coordinate move activities with Maintenance, Custodial, Grounds, Information Technology, Security, vendors, and other service departments.
• Communicate schedules, responsibilities, access requirements, and changes to affected departments and Facilities staff.
• Track move-related repairs, painting, cleaning, furniture placement, signage, keys, and other readiness items.
• Coordinate furniture relocation, delivery, installation, storage, and disposal related to moves; arrange pre-move and post-move walkthroughs as needed.
• Oversee and manage the office key process for faculty and staff, including coordinating key needs associated with office moves; processing key requests and required authorizations; coordinating key creation, issuance, and returns; maintaining accurate key records and tracking; and serving as the primary point of contact for office key needs.
• Partner with Human Resources, Security, General Maintenance, and other appropriate departments as needed