Facilities Operations Coordinator

Position Summary The Facilities Operations Coordinator supports and coordinates the daily operational, administrative, and financial functions of the Physical Plant / Facilities Department. This position plays a key role in managing departmental workflows, coordinating vendors and contractors, monitoring facilities operations, and ensuring compliance with institutional policies and regulatory requirements. The Facilities Operations Coordinator exercises independent judgment in coordinating work order priorities, vendor services, purchasing activities, and operational documentation that support the maintenance and operation of campus facilities. The position evaluates operational needs, prioritizes service requests, and ensures efficient coordination of departmental processes. This role independently manages workflows related to purchasing, vendor coordination, facilities documentation, and operational tracking. The Facilities Operations Coordinator provides recommendations to the Director of Physical Plant regarding operational improvements, vendor services, maintenance priorities, and resource allocation. The Facilities Operations Coordinator serves as a primary point of contact for campus departments, vendors, and service providers, helping ensure the timely resolution of operational issues and contributing to a safe, efficient, and well-maintained campus environment. Essential Duties and ResponsibilitiesAdministrative & Operational Coordination Coordinate and manage administrative and operational processes in support of the Director of Physical Plant. Serve as the primary office coordinator for the Facilities Department; greet visitors, answer phones, and respond to departmental inquiries. Provide responsive and professional customer service to students, faculty, staff, and vendors. Coordinate operations of the campus mailroom, including scheduling and workflow oversight for mailroom staff. Evaluate and prioritize operational requests to ensure appropriate response and resolution. Maintain availability outside of standard business hours, as needed, to support urgent operational needs. Financial & Purchasing Administration Coordinate purchasing and financial processes for the department, including vendor invoices, purchase orders, and payment tracking. Review invoices for accuracy and proper coding; ensure compliance with institutional purchasing procedures. Reconcile departmental credit cards, accounts, and vendor statements; investigate and resolve discrepancies. Initiate requisitions and generate purchase orders while maintaining tracking of open, closed, and partially fulfilled orders. Monitor departmental spending related to maintenance, repairs, utilities, and operational projects. Assist with review and approval of specialized invoices and service contracts (e.g., compressed gas and technical systems). Maintain organized financial documentation for year-end reporting, budget monitoring, and audits. Vendor & Contract Coordination Serve as liaison between the college and external vendors regarding quotes, purchases, billing issues, service calls, and contract compliance. Maintain documentation for vendor qualifications including certificates of insurance, W-9 forms, service agreements, and warranties. Coordinate vendor access and service calls for building systems such as fire alarms, security cameras, and other critical infrastructure. Meet with contractors and service technicians to facilitate project coordination and operational needs. Assist in monitoring outsourced custodial services and address service concerns in collaboration with departmental leadership. Work Order & Project Coordination Administer and oversee the campus work order management system, ensuring requests are properly routed and completed. Analyze work order trends, response times, and recurring maintenance issues to support operational improvements. Coordinate logistics for small repair and renovation projects, including vendor scheduling and documentation. Maintain project records including contractor documentation, compliance materials, and project files. Support facilities coordination and permit applications for campus events such as Homecoming and other institutional activities. Compliance, Safety & Facilities Records Maintain records related to inspections, employee licenses and certifications, permits, and safety documentation. Coordinate corrective actions and follow-up for deficiencies identified during inspections. Support facilities-related emergency response coordination when necessary. Collaborate with Public Safety on facility-related systems including cameras, door access systems, and fire alarms. Respond to inquiries regarding facilities safety issues such as mold concerns, fire systems, and construction impacts. Track preventative maintenance schedules and vendor certifications to ensure regulatory and operational compliance. Maintain records for college-owned properties including utilities usage, repair history, and maintenance costs. Qualifications Bachelor's degree in Logistics, Facilities Management, Business Administration, or a related field preferred; or 5-7 years of progressively responsible experience in facilities operations, administrative coordination, or logistics management. Experience with purchasing, budgeting, and vendor management preferred. Experience working within a multi-building or campus environment preferred. Demonstrated organizational, financial tracking, and problem-solving skills. Strong written and verbal communication skills. Proficiency in Microsoft Office and facilities/work order management systems. Physical Requirements Ability to walk between campus buildings regularly. Ability to lift up to 25 pounds occasionally.

Created: 2026-03-10