Office Manager for Facilities Management Dept

POSITION TITLE:         Office Manager, Facilities Management

DEPARTMENT:             Facilities Management

SUPERVISOR:               Director of Facilities Management

TOTAL EMPLOYEES DIRECTLY SUPERVISED: 0

TOTAL STUDENTS DIRECTLY SUPERVISED:  4 - 6 

Job Summary

This is a full-time, non-exempt, position with occasional overtime. This position oversees the day-to-day management of the facilities management office. This includes the day-to-day management of the front office, work order control, purchasing processes, invoice processing, tracking the registration, repair, and maintenance of college vehicles.  This position trains and supervises student office assistants. 

 RESPONSIBILITIES AND ACCOUNTABILITIES

1. Prepares work orders, assists the director and housekeeping supervisor with scheduling work assignments and tracking work order completion.
2. Receives and processes departmental telephone and email messages.
3. Primary departmental participant on committees for campus-wide events: Student move-in/move-out, Opening Convocation, Homecoming, Graduation, Orientation, etc.  Responsible for working with each committee to determine set-up needs and communicates those needs to the facilities department. 
4. Responsible for processing detailed set-up work orders for all events.  
5. Schedules rooms for campus events.

1. Responsible for maintaining accurate, up to date records and information in the work order system.
2. Responsible for purchasing supplies, including obtaining price quotes, maintaining inventory records, shipping returns and receiving new inventory.
3. Prepares and processes purchase orders and invoices for vendors and contractors; and maintains current files with contact information.
4. Maintains records for preferred vendors.
5. Plans and recommends needs for office improvements and equipment.
6. Prepares and sends mass emails, as needed, to communicate with the campus and/or departments.   
7. Tracks vacation and time-off schedules and assists with the timesheet approvals for maintenance and grounds employees.
8. Processes requests for use of college and fleet vehicles and issues vehicle keys to authorized individuals. Prepares mileage and gasoline reports.
9. Maintains files for college and fleet vehicles and assures that all lease requirements are satisfied and kept current. This includes tracking maintenance and repair schedules.
10. Assists with distributing room keys as needed and according to properly executed key requests.
11. Communicates to on-campus students about work being performed in their living space.
12. Performs duties in a diverse, challenging and occasionally stressful environment.
13. Performs other duties as assigned.

REQUIRED AND PREFERRED EDUCATION AND EXPERIENCE

Required: High school degree or its equivalent with at least 4 years of office experience, preferably in a school or college setting.   Strong data entry and computer skills. 

Preferred: Associate degree in business or equally related field with two to four years' experience.  Complete knowledge of Microsoft office and it’s functions a must. Knowledge of Schooldude/Brightly or Jenzabar preferred.