Facilities Coordinator

Location : 1 S Grove St, Westerville, OH
Job Type: Support Staff
Job Number: 00488
Division: Business Affairs
Department: Facilities Services
Opening Date: 05/14/2026

DESCRIPTION
Otterbein University is seeking an organized, service-oriented Facilities Coordinator. This role supports Otterbein University's institutional goals, particularly those related to improving strength of University finances and infrastructure. Performs a variety of administrative support functions to ensure the effective and efficient operation of the Office of Facilities Services by performing the duties as follows.

This is a full-time, non-exempt position working 40 hours per week, 12 months per year.
RESPONSIBILITIES
Administrative & Office Support

• Answer phone calls and radio communications; take and route messages to appropriate staff or offices.
• Serve as receptionist, greeting visitors, contractors, and vendors, and directing them appropriately; maintain contractor and vendor logs.
• Dispatch labor force via radio or cell phone.
• Assist with UPS deliveries to campus and field general inquiries.
• Open and process incoming departmental mail.
• Prepare departmental invoices for coding and processing and archive invoices, contracts, proposals, and purchase orders.
• Assist with purchase order and contract processing and maintain communication with vendors and contractors.

Fleet, Key, and Resource Management

• Approve and oversee requests for use of fleet vehicles.
• Distribute fleet vehicle keys, contractor building keys, and gas credit cards.
• Oversee campus key requests and assist with maintaining the campus-wide key database.
• Prepare monthly vehicle usage and gas usage reports.

Data Management & Documentation

• Maintain a complete and consistent work order database system.
• Maintain utilities and energy consumption databases.
• Copy, collate, and distribute various materials.
• Produce memos, letters, and reports for managers and the Executive Director.

Supervisory Responsibilities

• May assist in supervising student workers.

Other Duties

• Perform additional duties as assigned.

QUALIFICATIONS

Education & Experience

• High school diploma required.
• 3-5 years of experience in customer service or an administrative coordinator position.
• 3-5 years of experience in an office setting preferred.

Certificates & Licenses

• Notary is helpful but not required.

Language Skills

• Professional-level oral and written communication skills.

Mathematical Skills

• Competency in general math and basic business math.

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Publisher).
• Ability to use printers, copiers, telephones, computers, and general office equipment.
• Knowledge of database management and general business processes.

Core Competencies

• Strong organizational skills.
• Ability to manage and prioritize multiple unrelated tasks simultaneously.
• High level of confidentiality, integrity, professionalism, and trustworthiness.
• Excellent customer service orientation and business acumen.

Reasoning Ability

• Ability to establish and maintain effective working relationships.
• Ability to exercise initiative, independent judgment, and sound decision-making.
• Strong attention to detail; ability to prioritize and produce high-quality work.

PHYSICAL DEMANDS

• Frequent talking, hearing, sitting, reaching, and repetitive hand/wrist motions.
• Occasional standing, walking, stooping, or bending.
• Ability to lift and/or carry up to 20 pounds and push/pull up to 20 pounds occasionally.
• Requires close vision and consistent, reliable attendance.

WORK ENVIRONMENT

• Work is performed in an environmentally controlled office setting.

ADDITIONAL INFORMATION
At Otterbein, our comprehensive benefits package helps you thrive both professionally and personally, offering:

• Generous tuition benefits for you, your spouse or domestic partner, and your dependents
• Four weeks of paid vacation to relax, recharge, and explore
• 10 days of paid sick time to prioritize your health
• 12 paid holidays plus bonus days throughout the year
• Comprehensive medical, dental, and vision coverage for you and your family
• Life insurance for added peace of mind
• A defined contribution retirement plan to help you plan for the future
• Wellness initiatives
• And even more ways…