Administrative Coordinator - Facilities Management

APU College of Nursing and Health Sciences; Azusa (CA); On-site; USD 30,000 - 34,000; Full time

Benefits offered by this job

Competitive benefits package

Job summary

Azusa Pacific University is seeking an Administrative Coordinator for Facilities Management in Azusa, CA. You will be the first point of contact, handling front-office operations, work orders, and executive support while delivering professional, courteous service to students, faculty, staff, and contractors.

The role requires a bachelor’s degree or equivalent experience with 4–6 years in related fields. Proficiency in TMA, PeopleSoft, Google Apps, and MS Office is expected.

Qualifications

• Bachelor's degree or equivalent work experience required.
• Four to six years of relevant experience in facilities management or administration preferred.
• Proactive problem solving and exceptional customer service are essential.

Responsibilities

• Serve as the welcoming face and voice of Facilities Management for walk-ins, calls, and emails.
• Manage campus work orders using the TMA system with proper intake and prioritization.
• Supervise administrative staff, including timekeeping approval and scheduling.
• Process purchase orders, vendor invoices, and key requests per university policies.
• Provide executive administrative support to senior leaders.
• Maintain vendor files, files and records; assist with reports and correspondence.
• Coordinate communications across departments to deliver efficient service.
• Assist with planning Facilities Management staff events.
• Maintain inventory of office supplies and departmental files.
• Ensure daily electronic timekeeping is accurate and up-to-date.

Skills

Customer service

Organizational skills

Communication

Problem solving

Multitasking

Time management

Education

Bachelor's degree or equivalent work experience

Tools

TMA work order system

PeopleSoft

Google Apps

Microsoft Office

Excel

Job description

Azusa Pacific University 4.3K subscribers

APU seeks employees who desire to contribute to our thriving culture by cultivating community through professional interactions, demonstrating a posture of lifelong learning, and modeling Christ-like character. Working together, employees at APU commit to establishing a university atmosphere that is edifying to God and one another.

Serving as the primary ambassador and first point of contact for Facilities Management, the Administrative Coordinator manages front-office operations, coordinates campus-wide work orders, supports department executive leadership, and delivers exceptional customer service to university students, faculty, staff, and contractors.

Required Education

• Bachelor’s degree or equivalent work experience

Required Experience

• Four to six years of relevant experience including knowledge of basic computer skills. Construction management, facilities management or accounting experience preferred.
• Demonstrated commitment to exemplary customer service and proactive problem solving.

Primary Duties/Essential Functions

• Serve as the welcoming face and voice of Facilities Management, handling walk-ins, phone inquiries, and general email communications with professional excellence.
• Manage campus work order requests (TMA system) efficiently, ensuring proper intake, prioritization, and timely follow-up. Responsible to notify teams of urgent requests.
• Supervises administrative assistant student workers, including timekeeping approval and shift schedules.
• Process purchase orders, vendor invoices, and key requests in accordance with university policies.
• Provides a professional and courteous point of contact to the university at all times, is responsive to the needs and requests of outside contractors, Facilities Management personnel, and all visitors of Facilities Management.
• Interfaces and communicates across all university departments at all levels to determine customer needs and deliver Facilities Management services with efficiency and professional excellence.
• Provide executive administrative support to the Director of Operations and the Associate Vice President for Facilities and Real Estate Development.
• Keeps updated vendor files, MLOGS and other files as instructed by the Director of Operations.
• Answers a large volume of phone calls, screens, and directs calls and distributes the daily mail.
• Assists with the various administrative duties for the departments within Facilities Management,
• Assists with processing vehicle van rental requests and supports the Transportation Coordinator with email communications, record keeping and filing.
• Prepares reports and correspondences using word processing and spreadsheet programs.
• Calls for repairs on office equipment and troubleshoots any issues with our work order software (TMA)
• Greets and assists all walk in customers, which may include faculty, staff, students, contractors and others.
• Assists with planning of all Facilities Management staff events.
• Orders office supplies and maintains inventory supply.
• Maintains departmental files both on-line and hard copy.
• Responsible for daily electronic timekeeping as it applies to the scope of this position.
• Regular, punctual attendance as required by the supervisor based on department needs.
• Performs other duties as assigned by the supervisor.

Skills

• Customer oriented focus.
• Proven capability to manage calm, professional communications during high-volume or urgent situations
• Strong organizational, interpersonal communication, problem solving, and project management skills.
• Good initiative and flexibility.
• Attention to detail and ability to multitask
• Able to communicate using telephones and email.

Mental Demands

• In agreement with the purpose and goals of Azusa Pacific University in providing a Christian-based higher education for its students.
• Ability to manage conflict resolution, active listening, and soft skills under high pressure (e.g., handling urgent or disgruntled facility requests)
• Able to exercise independent judgment and discretion.
• Ability to manage several projects simultaneously.
• Able to deal effectively with students, staff, and faculty, parents and general public
• Ability to learn procedures and retain information.

Physical Demands

• Continuous sitting for several hours at a time.
• Able to lift, bend, pull, reach to top of 5 drawer file cabinet.
• Able to lift up to 20lbs.

Visual Demands

• Computer monitor and reading.
• Pleasant office, comfortable temperatures.

Technologies

• Proficient in Google Apps., Microsoft Office, Word, and Excel.
• TMA or similar work order system
• PeopleSoft or similar purchase requisition system

Compensation

• Grade 8: $21.44 - $24.66 is the hourly compensation for this role and reflects what Azusa Pacific University reasonably expects to pay for this position. Actual compensation may vary based on the qualifications, experience, and internal equity. In addition to compensation, APU offers a competitive benefits package.

Azusa Pacific University is a Christ-centered, multicultural community that values and seeks faculty and staff who are committed to diversity, work effectively with diverse populations, and engage others in ways that honor our rich cultural mosaic and biblical foundation.

You can learn more about APU by watching the stories of faculty, staff, and alumni as they carry out our mission here: http://www.apu.edu/stories/.

Azusa Pacific University will conduct a background check on all final candidates.

Review of applications will begin immediately, and the position will remain open until filled unless otherwise stated. Azusa Pacific University does not discriminate on the basis of race, color, national origin, sex, age, disability, or status as a veteran in any of its policies, practices, or procedures. Women and minorities are encouraged to apply.