Facilities Office Coordinator; Facility Operations Coordinator

Overview

The Office Coordinator serves as the central administrative resource for the Facilities department, ensuring efficient coordination of maintenance operations, customer service, purchasing, work order management, and communication that supports a safe, functional, and welcoming campus environment.

• Serves as the primary point of contact for the Facilities (Physical Plant) office, responding to service requests from faculty, staff, students, vendors, and campus visitors.
• Coordinates and monitors preventive maintenance, corrective maintenance, and campus work orders to ensure timely completion and follow-up.
• Schedules maintenance activities, contractor visits, inspections, and departmental meetings while maintaining efficient communication with internal and external stakeholders.
• Maintains records related to facilities operations, including work orders, purchase requests, invoices, vendor documentation, keys, and building access records.
• Assists with procurement activities by preparing purchase requisitions, tracking orders, reconciling invoices, and maintaining departmental budgets and expenditures.
• Coordinates office support for maintenance projects, capital improvements, and departmental initiatives.
• Maintains departmental files, reports, and operational documentation while ensuring compliance with university record retention requirements.
• Supports emergency response activities by communicating facility issues, documenting incidents, and coordinating responses with appropriate campus departments.
• Assists with tracking environmental health and safety inspections, fire and life safety documentation, and regulatory compliance records.
• Prepares reports using facilities management systems, Microsoft Excel, and other university software to support operational planning and decision making.
• Coordinates building access requests, key control documentation, and communication between Facilities, Public Safety, and campus departments.
• Provides general administrative support for Facilities leadership, including correspondence, scheduling, purchasing, meeting preparation, and special projects.

• Coordinates building maintenance projects such as maintenance planning, security/access control, and emergency response. Coordinates fire and life safety, environmental safety procedures, and planning with university personnel and external agencies where required.
• Relays reported problems to the appropriate maintenance staff and may assist with periodic scheduled and ad hoc inspections to identify cleaning and property maintenance needs.
• Assists with preparing estimates for repairs in order for fiscal staff to ensure building maintenance falls within allocated budget with an emphasis on cost-containment.
• Participates in aspects of project development, budget, implementation, and completion.
• Coordinates fulfillment of work orders for corrective action and routine maintenance; monitors progress, escalating complex matters as needed.

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

• High school diploma or equivalent (such as HSED or GED)

• Associates degree in Business Administration, Office Administration, Public Administration, Facilities Management, or a related field

• 2 years in facilities management, project management, business operations, or related field

• 3 years of progressively responsible administrative or office coordination experience.
• Experience supporting facilities management, maintenance operations, construction, public works, higher education, healthcare, manufacturing, or similar operational environments.
• Experience coordinating work orders, scheduling maintenance activities, or supporting skilled trades personnel.
• Experience with purchasing, procurement, invoice reconciliation, or budget tracking.
• Experience working in higher education or another large, decentralized organization is preferred.