Facilities Administrative Operations Manager

Facilities Administrative Operations Manager

The Facilities Administrative Operations Manager provides comprehensive administrative, financial, and operational support for Facilities Management. This position oversees departmental administrative functions, purchasing and procurement activities, budget tracking and reconciliation, work order coordination, vendor engagement, inventory management, and customer service operations. The role serves as a key liaison between Facilities Management and campus stakeholders to ensure efficient day-to-day operations, effective communication, and accurate financial and operational reporting.

This position also supports operational logistics, maintenance coordination, contract administration, and front-office management while contributing to process improvement initiatives and operational efficiency across Facilities Management.

Administrative & Operational Support
¿ Coordinate, enter, track, and close demand and preventative maintenance work orders using the campus work order management system.
¿ Serve as a primary point of contact for Facilities Management by responding to phone, email, and in-person inquiries.
¿ Route and coordinate responses related to campus comfort, safety, and operational concerns, including HVAC, electrical, plumbing, fire alarms, and emergency maintenance issues.
¿ Maintain departmental records, files, reports, spreadsheets, and operational documentation.
¿ Provide administrative support for departmental operations, projects, meetings, and communications.
¿ Coordinate front-office operations and ensure excellent customer service for campus stakeholders.
¿ Assist with operational planning and implementation of departmental initiatives and special projects.

Financial Management & Procurement
¿ Assist with development, monitoring, and reconciliation of departmental budgets and operational expenses.
¿ Track expenditures and prepare financial reports, projections, and operational summaries.
¿ Reconcile operational revenue and expenses across applicable institutional systems.
¿ Process purchase requisitions, purchase orders, invoices, p-card transactions, and payment requests in compliance with university policies and procedures.
¿ Coordinate vendor contracts, service agreements, and procurement documentation.
¿ Monitor and track fixed operational costs, utility expenses, and service expenditures.
¿ Support audits, documentation requests, and financial compliance activities.

Warehouse & Inventory Operations
¿ Coordinate purchasing, receiving, storage, and distribution of materials, tools, equipment, and supplies.
¿ Maintain inventory records and conduct periodic audits to ensure accuracy and accountability.
¿ Assist with surplus property management and asset disposition in accordance with university and state guidelines.
¿ Support campus delivery coordination and logistical operations as needed.
¿ Maintain asset records, including acquisition, transfer, and disposition documentation.

Utilities, Data, & Systems Management
¿ Track and analyze utility usage and related expenses.
¿ Prepare reports supporting energy efficiency initiatives and operational performance metrics.
¿ Maintain accurate data integrity within computerized maintenance management systems, inventory systems, and related operational platforms.
¿ Generate operational reports related to work orders, assets, purchasing, inventory, fleet, and departmental activities.
¿ Maintain and update operational databases, records, and system documentation.

Fleet & Operational Logistics Support
¿ Warehouse, Inventory, & Asset Coordination
¿ Coordinate purchasing, receiving, storage, and distribution of materials, tools, equipment, and supplies.
¿ Maintain inventory records and conduct periodic audits to ensure accuracy and accountability.
¿ Assist with surplus property management and asset disposition in accordance with university and state guidelines.
¿ Support campus delivery coordination and logistical operations as needed.
¿ Maintain asset records, including acquisition, transfer, and disposition documentation.

Staff Coordination & Customer Service
¿ Assist with training and coordination…