Program Coordinator; Facilities, Operations Maintenance

Job Description

The Facilities Program Coordinator provides office administration, customer service, communication, and operational support for the Facilities Department. The position serves as the primary front‑office point of contact for campus employees, students, vendors, contractors, and community members seeking assistance with Facilities, Operations, and Maintenance services.

This role operates in a fast‑paced office environment, delivering professional and efficient support for essential campus operations. It requires a customer‑focused, organized, and collaborative approach to carry out assigned responsibilities and contributes to the achievement of department goals.

It exercises sound judgement in prioritizing and organizing daily work, adhering to policies and procedures, maintaining accurate records, and recognizing when to elevate questions or issues to appropriate leads, supervisors, and director(s) or designee.

• Answer phones, greet visitors, monitor shared email inboxes, and respond to routine inquiries independently.
• Serve as the primary point of contact for the Facilities Office, providing courteous, professional, and responsive customer services.
• Direct customers, vendors, contractors, visitors, and campus employees to the appropriate staff member, lead and/or director.
• Respond promptly to inquiries and provide accurate information regarding facilities procedures, service request processes, office hours, department contacts, and routine services; forward appropriate requests up chain of command.
• Support campus and customers by explaining procedures and assisting with the submission of work orders, requests, and other departmental forms and documents.
• Demonstrate professionalism, patience, and a service‑oriented approach when assisting customers, including in high‑pressure and sensitive situations.
• Maintain electronic and paper files for assigned department records.
• Organize and maintain routine logs, spreadsheets, forms, lists, binders, and tracking documents, ensuring they remain current, accurate and accessible.
• Process records related to work order requests, keys, vehicle, supplies, equipment, vendors, projects, or other department functions, informing leadership as needed.
• Ensure and follow college records‑retention and confidentiality requirements.

• Provide administrative support for facilities leadership, supervisors and leads.
• Support scheduling and coordination of meetings, including outlook calendar management, preparation of agendas and meeting materials, recording notes and following up on action items.
• Create, format, and maintain a variety of documents and materials, including forms, letters, notices, reports, and related records; and assist with copying, scanning, filing, and distribution of materials and documents.
• Maintain and support department software such as department SharePoint page, Megamation work order management software, and 25
  
  Live scheduling software.
• Maintain and update contact lists, office directories, staff and vendor lists, and other routine departmental information.
• Support staff with travel arrangements, training registrations, supply ordering and other routine administrative tasks.
• Organize documents and information for department meetings, projects, inspections, reports, and other recurring activities.
• Support onboarding for new employees by preparing forms, contact information, office materials, and other related administrative items.
• Other duties as assigned.

• Coordinate routine purchasing and budget support tasks as assigned.
• Collect quotes, product information, receipts, packing slips, and other supporting documentation.
• Prepare and process purchasing requisitions, staff reimbursement and travel authorizations, may act as purchasing card custodian and/or reconciler for department p‑card(s).
• Review invoices and monitor expenses, ensuring expenditures align with supporting order documents.

High school graduation or equivalent.

Two years of experience in the program specialty.

• Experience providing administrative…