Facilities Services Coordinator

Job Summary

Under the direct supervision of the Director of Facilities Operations, the Facilities Services Coordinator performs all duties but works independently in performing all procurement services, inventory control, work control functions, travel processing, and minor project coordination for University Housing Services. Direct supervision of facilities student assistants to include recruitment, training, and evaluation. Coordinates setup and break down during University Housing Services major events.

Under the direct supervision of the Director of Facilities Operations, the Facilities Services Coordinator performs all duties but works independently in performing all procurement services, inventory control, work control functions, travel processing, and minor project coordination for University Housing Services. Direct supervision of facilities student assistants to include recruitment, training, and evaluation. Coordinates setup and break down during University Housing Services major events.

• Prepares, processes, and researches purchase requisitions including any discrepancies of orders to be placed or received to the appropriate University department.
• Verifies, processes, and researches all invoices to be paid.
• Performs day-to-day administration for Housing’s Total Management Asset (TMA) work order system including, creating and closing work orders, troubleshooting problems or creating specialized reports, and maintaining data to meet departmental needs.
• Develops preventive maintenance work orders for UHS Facilities staff in TMA.
• Generates bi-monthly correspondence with residents to complete their room inventory profiles on Star Rez.
• Coordinates distribution of supplies and equipment to residence hall and apartment complexes including trash and recycling containers, chairs and lamp shades.
• Creates and maintains accurate records of departmental equipment and storage locations.
• Manages the collection, storage, and removal of abandoned items. Coordinates pickup appointments with students and ensures their belongings are properly documented, stored, and released.
• Manages records and conducts annual asset audits with University Property.
• Maintains owner manuals, equipment specifications and service schedules for all department equipment
• Provides access through the S2 and Dormakaba security access cards systems.
• Creates, troubleshoots, resolves issues for students or staff.
• Maintains records of all safety equipment provided to facilities staff for Housing on TMA.
• Reviews, researches, and processes damage billing. Provides required documentation for damage charges. Processes work orders needed to replace damaged furnishings.
• Processes work order requests daily. Reviews incoming requests to ensure that all urgent needs are completed in a timely manner. Collects service requests three to five times daily. Responds to inquiries or complaints about the status of their work order. Distributes work orders to appropriate members of the facilities team. Research status on outstanding work orders.
• Hires, trains, and supervises student assistant(s)
• Creates and manages any documentation/forms/etc needed by the facilities operations area to complete all work, including the summer turnover cycle.
• Assists with reconciling all expense accounts against the CSU Data Warehouse, CSU Buy, and Concur records and reports. This includes monitoring, reporting, researching, and clarifying/troubleshooting discrepancies.
• Assist with maintaining the expense database which includes record keeping of all requisitions, making recommendations to the appropriate UHS or SJSU administrator on adjustments to the expense database in relation to forms, reports, and tables as needed to accurately assist in…