Athletic Maintenance Coordinator

University Of Michigan; Ann Arbor (MI); Hybrid; USD 42,000 - 64,000; Full time

Job summary

The University of Michigan is seeking a facilities operations administrator to manage procurement, invoicing, asset tagging, CMMS administration, and project support. The role involves coordinating with vendors, staff, and external partners to ensure accurate records and timely maintenance work.

Responsibilities include processing purchase orders, reconciling invoices, maintaining asset data, and generating reports for leadership.

Qualifications

• Ability to coordinate and collaborate with others in a fast paced working environment to meet tight deadlines
• Strong professional communication skills (written and verbal)
• Ability to establish and maintain positive working relationships with all team members and customers
• Ability to work weekends as needed
• Working experience with Google Suite
• Must be able to fulfill the requirements to drive a University vehicle (includes review of driving record)

Responsibilities

• Procurement: Initiate, process, and track purchase orders for maintenance supplies, parts, equipment, and contracted services
• Invoicing: Review, verify, and process vendor invoices against purchase orders and delivery confirmations
• Departmental Asset Tags: Coordinate tagging, labeling, and asset-tracking of departmental equipment and tools
• Project Management Support: Assist Facility Managers with scheduling, tracking, and documentation for capital and departmental maintenance projects
• Document Management: Organize, maintain, and archive facilities-related documentation
• CMMS Administration: Serve as day-to-day administrator of the CMMS, support data entry, updates, and reporting
• Work Order Monitoring: Enter, assign, and track work orders in the CMMS; monitor status
• Safety (EH&S) Documentation Support: Assist with EH&S documentation and safety trainings
• Inventory Management: Monitor inventory levels and coordinate reordering to prevent shortages

Skills

Coordination

Communication

Relationship building

Weekend availability

Google Suite

Driving

Tools

Google Workspace

Web-based work order software

Job description

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Responsibilities*

• Procurement (Purchase Orders)
  • Initiate, process, and track purchase orders for maintenance supplies, parts, equipment, and contracted services.
  • Coordinate with vendors and internal procurement/purchasing staff to resolve order discrepancies, backorders, and delivery issues.
  • Maintain accurate purchase order records in alignment with University procurement policies.
• Invoicing
  • Review, verify, and process vendor invoices against purchase orders and delivery confirmations.
  • Reconcile invoice discrepancies with vendors and internal finance staff.
  • Support month-end and year-end financial closeout activities related to maintenance expenditures.
  • Maintain organized invoice and payment records for audit readiness.
• Departmental Asset Tags
  • Coordinate the tagging, labeling, and asset-tracking of departmental equipment and tools in accordance with University asset management standards.
  • Maintain up-to-date records of tagged assets, including location, condition, and assignment.
  • Support periodic equipment audits and inventory reconciliation tied to departmental tagging systems.
• Project Management Support
  • Assist Facility Managers and Skilled Trades leadership with scheduling, tracking, and documentation for capital and departmental maintenance projects.
  • Coordinate timelines, milestones, and deliverables across trades, vendors, and internal stakeholders.
  • Prepare project status updates, meeting notes, and progress reports for leadership review.
• Document Management
  • Organize, maintain, and archive facilities-related documentation, including manuals, warranties, permits, and compliance records.
  • Ensure documents are accurately filed and readily accessible for staff, auditors, and University personnel.
  • Support version control and standardization of departmental forms, templates, and procedures.
• CMMS Administration
  • Serve as a day-to-day administrator of the Computerized Maintenance Management System (CMMS), supporting data entry, updates, and system accuracy.
  • Assist with CMMS standardization efforts, including asset records, PM schedules, and reporting workflows.
  • Train and support staff on CMMS use and troubleshoot routine system issues.
  • Generate reports from the CMMS to support operational decision-making and leadership reporting.
• Work Order Monitoring
  • Enter, assign, and track work orders in the CMMS in a timely and accurate manner.
  • Monitor work order status and follow up with AMTs, Facility Managers, and trades staff to ensure timely completion.
  • Close out completed work orders with appropriate documentation, labor, and materials recorded.
• Safety (EH&S) Documentation Support
  • Assist with maintaining Environmental, Health, & Safety (EH&S) documentation, including inspection records, training logs, and compliance certifications.
  • Support scheduling and tracking of required safety trainings and certifications for maintenance and trades staff.
  • Help coordinate documentation for aerial lift, equipment, and other safety-related inspections.
• Inventory Management
  • Monitor and maintain inventory levels of maintenance parts, tools, and supplies.
  • Conduct periodic inventory counts and reconcile discrepancies.
  • Coordinate reordering of stock items to prevent shortages that could delay maintenance and work order completion.

Required Qualifications*

• Ability to coordinate and collaborate with others in a fast paced working environment to meet tight deadlines/service needs.
• Strong professional communication skills (written and verbal)
• Ability to establish and maintain a positive working relationship with all team members and customers (Including but not limited to coaches, program staff, student-athletes, patrons, vendors/contractors, event spectators, etc.)
• Ability to work weekends as needed
• Working experience with Google Suite
• Must be able to fulfill the requirements to drive a University vehicle (includes review of driving record)

Desired Qualifications*

• Basic knowledge of facility maintenance operations, utilities, and the built environment
• Experience with web based work order management software
• Working knowledge of game day operations, including but not limited to setup of intercollegiate football, basketball, and hockey contests
• Knowledge of NCAA and Big Ten Compliance rules
• Knowledge of general industry and construction health and safety regulations

Modes of Work

Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes .

Additional Information

In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:

• Generous time off
• A retirement plan that provides two-for-one matching contributions with immediate vesting
• Many choices for comprehensive health insurance
• Life insurance
• Long-term disability coverage
• Flexible spending accounts for healthcare and dependent care expenses

The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checksare performed in compliance with the Fair Credit Reporting Act.

Application Deadline

Job openings are posted for a minimum of seven calendar days.The review and selection process maybegin as early as the eighth day after posting.Thisopening may be removed from posting boards and filled any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.