Facilities Admin & CMMS Systems Manager

AFE; Northern (KY); Hybrid; USD 75,000 - 110,000; Full time

Job summary

The University of West Alabama is seeking a Manager of Facilities Administration & Systems to oversee administrative, contract, information systems, and reporting functions for facilities, maintenance, and construction operations. You will coordinate construction contracts, maintain records, and support projects from planning through closeout.

This role serves as the central point for facility condition data, maintenance needs, and regulatory reporting, with duties spanning CMMS administration

Qualifications

• Associate’s or bachelor’s degree in construction management, business administration, facilities management, engineering technology, public administration, or related field.
• Experience maintaining detailed records, databases, spreadsheets, or management information systems.
• Proficiency with Microsoft Office applications, particularly Excel, Word, Outlook, and related business software.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and documentation requirements.

Responsibilities

• Provide administrative support for capital construction, renovation, repair, and maintenance projects.
• Track submittals, RFIs, change proposals, punch-list items, warranties, manuals, as-built drawings, and closeout documents.
• Assist with reviewing contractor payment documentation and verify records prior to routing for approval.
• Maintain project records from initiation through final completion and warranty periods.
• Coordinate transfer of completed project information into facility records and the CMMS, including new equipment and warranties.
• Maintain organized spreadsheets, electronic records, and supporting documentation for projects, contracts, facilities, maintenance, and expenditures.
• Coordinate administrative processing of construction, renovation, maintenance, and professional services contracts.
• Prepare, organize, route, and maintain contracts, agreements, purchase documents, and change orders.
• Maintain electronic and physical project files per record-retention requirements.
• Coordinate communications among contractors, architects, engineers, consultants, vendors, Facilities, Purchasing, Finance, and other departments.
• Track contracts for status, approvals, documentation, insurance, bonds, POs, and closeout requirements.
• Maintain contractor and vendor records and verify contractual documentation.

Skills

Record keeping

Microsoft Office

Communication skills

Project coordination

Education

Associate’s or bachelor’s degree in construction management, business administration, facilities management, engineering technology, public administration

Tools

CMMS

FCA

Job description

The University of West Alabama is seeking a Manager of Facilities Administration & Systems to oversee administrative, contract, information systems, and reporting functions for facilities, maintenance, and construction operations. You will coordinate construction contracts, maintain records, and support projects from planning through closeout.

This role serves as the central point for facility condition data, maintenance needs, and regulatory reporting, with duties spanning CMMS administration