Office Coordinator

Summary

The Office Coordinator, reporting to the Director, provides support to the staff of Facilities & Physical Plant. This support is through customer contact via the phone, in person at the window, email, and the work order system. This role is responsible for taking care of weekly invoices, CU vehicle reservations, general office procedures, and serves as an assistant budget manager for various campus budgets including department budgets.

Having a basic knowledge of fleet & property insurance and risk management.

$/hour

Full-time, Hourly

Director of Facilities & Physical Plant

Facilities & Physical Plant

• Assists Director and Department Managers with organization, invoices, filing and other responsibilities.
• Assists Director with interviewing and onboarding new staff for each department.
• Assists Maintenance Manager with the Work Order System.
• Inventory Management for all Facilities & Physical Plant office & breakroom supplies.
• Maintains and organizes key box/key cards to assist vendors and staff efficiently.
• Manages vendor check in and check out on campus.
• Assists Maintenance with key requests and maintains key inventory for CU Staff.
• Serves as assistant to Director in various tasks across campus.
• Makes announcements on MyCU as needed for each department.
• Accomplishes organization goals by accepting ownership for accomplishing new and different requests.
• Receives incoming packages/inventory and organizes as needed.
• Maintain the On-Call schedule and participate in the rotation.

• Manages invoices for maintenance team and office.
• Processes invoices from each department within Facilities & Physical Plant for payment to various vendors.
• Reviews account statements and ensures all outgoing and incoming payments are accounted for.
• Work closely with accounting on payments, invoice collection, yearly reporting required by IRS.

• Maintain detailed records of various projects, requisitions, and invoices.
• Manage the Purchase Order process within Facilities & Physical Plant and the Accounting Office.
• Works with Accounting to set up new vendors in the system.
• Assist Director with managing and reconciling various campus/project budgets.
• Maintain contract documents and budget information for Facilities & Physical Plant.

• Manages online Van Training for qualified drivers. Also work closely with the insurance company & risk committee.
• Maintains the Fleet Schedule for various CU events. (Resource Scheduler)
• Work with the Cornerstone Mechanic on vehicle issues, maintenance, and schedule.
• Maintain Vehicle Reports for fleet vehicles; monitors fleet and vehicle fuel usages and fleet credit cards.
• Report to Accounting monthly vehicle charges & credit card charges.

• Meet with insurance adjusters.
• Submit appropriate documentation to insurance for each claim.
• Analyze possible risks.
• Evaluate the gravity of each risk.
• Audit process and procedures.
• Develop risk management controls and systems.
• Design processes to eliminate or mitigate potential risks.
• Manage property & vehicle insurance claims for the university.
• Active Risk Committee member.
• Work with insurance company on risk, insurance claims and other various questions.
• Other duties as assigned.

• 2 to 3 years related office experience.
• Computer skills in Microsoft Office products such as Word, Excel, and PowerPoint.
• Ability to work independently and strong decision-making skills.
• Good written and oral communication skills.
• Ability to handle diverse workload.

• Experience in Accounts Payable.
• Associate's Degree.

• A personal relationship with Jesus Christ and an active Christian…