Facilities Operations Coordinator

About the role

The Facilities Operations Coordinator supports the daily operations and administrative functions of the Facilities Department. Key responsibilities include assisting the Director in day-to-day work activities, issuing work orders, following up on work orders, managing special setups for campus events, ordering keys, managing supplies, reviewing contracts, preparing correspondence, answering the phone, taking messages, and serving as a clerical assistant.

Responsibilities

• Assist the Director in day-to-day work activities of Facilities staff
• Issue work orders to maintenance staff, custodians, grounds, and helpers. Coordinate jobs and ensure suitability of individuals for duties.
• Follow up on work orders to confirm completion. Advise the director on maintenance and repair problems.
• Manage special setups for campus events, activities, and small projects.
• Order keys for the entire campus and issue to employees. Maintain records of keys issued to employees for each building on campus.
• Order supplies, issue supplies, and maintain sufficient stock of supplies for custodians, helpers, and maintenance repairmen. Assist in maintaining inventory of stock and delivering/picking up materials.
• Review contracts and advise the director on contract specifications and contents.
• Prepare letters for intra-university correspondence, letters of correspondence to contractors and vendors, and prepare requisitions and work orders per request from faculty and staff.
• Answer the telephone, take messages for and relay messages to the director and other facilities staff. Serve as receptionist for assigned work unit.
• Perform clerical assistant duties to the Director, which may include keeping appointment schedules, preparing travel directives, and relieving the Director of administrative matters.
• Perform other duties as assigned by the Director of Facilities and Risk Management or the Assistant Director.

Requirements

• 3 or more years of experience in office coordination or an Associate Degree in Facility Management, Business Administration, or related field preferred
• Excellent written and verbal communication skills
• Proficient in Microsoft Office Suite (Outlook, Excel, Word)
• Ability to prioritize tasks and manage time effectively
• Ability to work independently and as part of a team
• Strong customer service orientation and problem-solving skills

Preferred Skills

• Experience in managing budgets and expenses
• Experience working with vendors, contractors, and maintenance personnel
• Knowledge of workplace safety standards and regulations (e.g., OSHA compliance)

Pay

$33,000 - $38,000

Schedule

Full-time