Office Manager Physical Plant

Office Manager, Physical Plant

Basic Function:

Manage the day to day operations of the Physical Plant office and provide administrative assistance to the Director of Physical Plant. Maintains records, files, budgets and records for college vehicles and processes and bills work requests. Types correspondence and functions as the central source of information for the departments and as liaison to other campus departments.

Reports to: Director of Physical Plant

Duties and Responsibilities: (*Indicates non-essential function)

• Maintains all campus work requests, including data entry and billing for work requests.
• Maintains records for college vehicles, including scheduling and billing of rental fleet and making sure all vehicles receive proper maintenance and cleaning.
• Facilitates campus cleaning services vendor and campus cleaning requests and issues.
• Functions as the central source of information for staff in the Physical Plant department and as a liaison to other campus departments.
• Assists and maintains Physical Plant budgets and assists Physical Plant staff with their budget questions.
• Assists with Physical Plant project scheduling and project management.
• Provides timely communication to campus regarding building and grounds maintenance issues.
• Maintains key records; issues keys and arranges for keys to be cut when necessary.
• Hires student workers. Prepares staff timesheets and student time cards and submits to payroll.
• Orders and issues uniforms for Physical Plant staff and maintains uniform inventory.
• Sets up and prepares for meetings in Physical Plant Building.
• Maintains petty cash fund for Physical Plant staff.
• Represents and participates in College committees and meetings on behalf of Physical Plant when requested.
• May require work outside of normal business hours on weekdays or weekends from time to time.
• Performs other duties as assigned.

Performance Standards:

• Performs assigned responsibilities in an accurate, timely and effective manner with minimal supervision and meets established timelines for special assignments.
• Exhibits requisite skills and knowledge and an appreciation for confidentiality.
• Makes positive contributions to effective teamwork within the work unit and with other college departments.
• Strives for excellence in performance of responsibilities and in meeting needs of clients/students served.
• Knows and observes college and departmental policies, guidelines and procedures.

Qualifications:

• High school diploma plus at least one year of office management experience..
• Excellent computer skills, including experience Microsoft Office programs. Familiarity with other office management software systems and equipment.
• Ability to work and communicate with a diverse population.
• Excellent customer service, communication and telephone skills.
• Ability to solve problems and to deal with situations as they arise with minimal supervision.