Office Coordinator (HR Title: Coordinator1)

About the role

This role drives the daily administrative and operational efficiency of the Facilities Planning and Management department. Serving as the primary point of contact, you will manage front desk operations, greet internal and external guests, direct inquiries, perform financial reconciliations, and coordinate administrative workflows. The ideal candidate thrives in a fast-paced, detail-oriented environment. This position balances exceptional customer service with strong technical and organizational skills to ensure the long-term success of our Maintenance and Grounds operations. Ultimately, you will uphold high service standards to help fulfill the broader mission of Facilities Planning and Management and the University.

Responsibilities

• Provide comprehensive administrative assistance to the Support AVP and their direct reports.
• Manage calendars, coordinate schedules, and proactively resolve scheduling conflicts.
• Organize and set up department-wide meetings, presentations, and vendor meetings.
• Process daily key returns and key issuance to requesters, internal staff, and external vendors.
• Sort and deliver incoming mail and packages.
• Order copy paper, coffee, and utensils on a monthly basis.
• Work with vendors regarding vending machine updates, issues, and storage.
• Format, update, and distribute departmental policies, standard operating procedures, and other documentation.
• Generate and manage monthly on-call schedules for both technicians and managers.
• Maintain an updated master database of all personnel records.
• Track employee details, including Employee IDs, start dates, and birthdays.
• Log and audit company assets issued to staff, including lockers, iPads, and radios.
• Support Business Operations Coordinators with information gathering, tracking, reporting, and transaction-related data to support analysis of computer database submissions and general facilities or construction projects, as needed.
• Support the Call Center, as needed, with escalations regarding calls or work orders.
• Assist with troubleshooting and triaging facilities-related calls and work requests, as needed.
• Ability to work additional hours as needed during high-demand and seasonal peak periods, including games, graduations, move-in and move-out days, and inclement weather events.
• Perform other duties as assigned by Leadership.

Requirements

A high school diploma or equivalent is required. Bachelor's degree is preferred. A minimum of two (2) years of work experience is required. Experience with work order management, vendor and contractor coordination, general administrative support, scheduling, record maintenance, and/or building access management is preferred. Experience in a customer service call center desired.

Skills

Candidate must demonstrate strong interpersonal and verbal communication skills, with the ability to communicate broadly across the University and develop and maintain effective relationships with a wide range of constituencies. Must also demonstrate strong written communication skills. A strong customer service orientation is essential. Candidate must possess strong problem-solving skills with the ability to identify and analyze problems, as well as devise solutions. Must also have strong organizational, planning and time-management skills with the ability to multitask. A strong focus on attention to detail is essential. Candidate must possess a strong working knowledge of Microsoft Office Suite (e.g. Outlook, Word). Familiarity with and/or experience using MS Project, Excel, and PowerPoint preferred. Knowledge of Central Control and Monitoring Systems (CCMS), Integrated Workplace Management Systems (IWMS), iPad software, computer updates and migrations, and/or Digital App Space is preferred.

Benefits

SMU offers staff a broad, competitive array of health and related benefits. In addition to traditional benefits such as health, dental, and vision plans, SMU offers a wide range of wellness programs to help attract, support, and retain our employees whose work continues to make SMU an outstanding education and research institution. SMU is committed to providing an array of retirement programs that benefit and protect you and your family throughout your working years at SMU and, if you meet SMU's retirement eligibility criteria, during your retirement years after you leave SMU. The value of learning at SMU isn't just about preparing our students for the future. Employees have access to a wide variety of professional and personal development opportunities, including tuition benefits.

Pay

Hour