Facilities Office Coordinator (Facility Operations Coordinator)

Indiana University; South Bend (IN); On-site; USD 36,000 - 42,000; Full time

Job summary

Indiana University South Bend is seeking an Office Coordinator to serve as the central administrative resource for the Facilities department. You will coordinate maintenance operations, service requests, purchasing, and work order management to maintain a safe, functional campus environment.

Responsibilities include scheduling maintenance activities, tracking invoices and budgets, maintaining records, and coordinating communications between Facilities, Public Safety, and campus departments.

Qualifications

• Required: 2 years in facilities management, project management, business operations, or related field.
• Experience coordinating work orders, scheduling maintenance activities, or supporting trades personnel.
• Experience with purchasing, procurement, invoice reconciliation, or budget tracking.
• Experience in higher education or large decentralized organizations preferred.
• Excellent communication and organizational skills; ability to handle confidential information.

Responsibilities

• Serves as primary contact for the Facilities (Physical Plant) office and responds to service requests.
• Coordinates and monitors maintenance, work orders, and campus activities.
• Maintains records for work orders, invoices, and budgets; prepares reports.
• Supports procurement by preparing requisitions, tracking orders, and reconciling invoices.
• Coordinates communication between Facilities, Public Safety, and campus departments.

Skills

Communication

Professionalism

Time management

Quality mindset

Adaptability

Attention to detail

Customer service

Record keeping

Independent work

Team collaboration

Office software

Education

High school diploma or equivalent

Associates degree in Business Administration, Office Administration, Public Administration, Facilities Management, or related field

Tools

PeopleSoft

Workday

SAP

CMMS

Job description

Department PHYSICAL PLANT (SB-PHYP-IUSBA)

Job Summary The Office Coordinator serves as the central administrative resource for the Facilities department, ensuring efficient coordination of maintenance operations, customer service, purchasing, work order management, and communication that supports a safe, functional, and welcoming campus environment.

Department Specific Responsibilities

• Serves as the primary point of contact for the Facilities (Physical Plant) office, responding to service requests from faculty, staff, students, vendors, and campus visitors.
• Coordinates and monitors preventive maintenance, corrective maintenance, and campus work orders to ensure timely completion and follow-up.
• Schedules maintenance activities, contractor visits, inspections, and departmental meetings while maintaining efficient communication with internal and external stakeholders.
• Maintains records related to facilities operations, including work orders, purchase requests, invoices, vendor documentation, keys, and building access records.
• Assists with procurement activities by preparing purchase requisitions, tracking orders, reconciling invoices, and maintaining departmental budgets and expenditures.
• Coordinates office support for maintenance projects, capital improvements, and departmental initiatives.
• Maintains departmental files, reports, and operational documentation while ensuring compliance with university record retention requirements.
• Supports emergency response activities by communicating facility issues, documenting incidents, and coordinating responses with appropriate campus departments.
• Assists with tracking environmental health and safety inspections, fire and life safety documentation, and regulatory compliance records.
• Prepares reports using facilities management systems, Microsoft Excel, and other university software to support operational planning and decision making.
• Coordinates building access requests, key control documentation, and communication between Facilities, Public Safety, and campus departments.
• Provides general administrative support for Facilities leadership, including correspondence, scheduling, purchasing, meeting preparation, and special projects.

General Responsibilities

• Coordinates building maintenance projects such as maintenance planning, security/access control, and emergency response.
• Coordinates fire and life safety, environmental safety procedures, and planning with university personnel and external agencies where required.
• Relays reported problems to the appropriate maintenance staff and may assist with periodic scheduled and ad hoc inspections to identify cleaning and property maintenance needs.
• Assists with preparing estimates for repairs in order for fiscal staff to ensure building maintenance falls within allocated budget with an emphasis on cost‑containment.
• Participates in aspects of project development, budget, implementation, and completion.
• Coordinates fulfillment of work orders for corrective action and routine maintenance; monitors progress, escalating complex matters as needed.

Qualifications

Education

• Required: High school diploma or equivalent (such as HSED or GED)
• Preferred: Associates degree in Business Administration, Office Administration, Public Administration, Facilities Management, or a related field

Work Experience

• Required: 2 years in facilities management, project management, business operations, or related field
• Preferred: 3 years of progressively responsible administrative or office coordination experience
• Experience supporting facilities management, maintenance operations, construction, public works, higher education, healthcare, manufacturing, or similar operational environments.
• Experience coordinating work orders, scheduling maintenance activities, or supporting skilled trades personnel.
• Experience with purchasing, procurement, invoice reconciliation, or budget tracking.
• Experience working in higher education or another large, decentralized organization is preferred.

Skills

• Required: Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrated time management and priority setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast paced, dynamic environment.
• Highly thorough and dependable.
• Preferred: Experience working with ERP systems (PeopleSoft, Workday, SAP, Banner, etc.) or computerized maintenance management systems.
• Experience coordinating multiple work requests in a fast-paced facilities, maintenance, construction, or operations environment.
• Strong customer service skills with the ability to communicate professionally with faculty, staff, students, contractors, and vendors.
• Excellent organizational and time-management skills with the ability to prioritize competing deadlines.
• Proficiency with Microsoft Office, particularly Excel, Outlook, Word, and Teams.
• Experience using computerized maintenance management systems (CMMS) or work order management software.
• Knowledge of purchasing, invoice processing, and budget tracking.
• Strong attention to detail and ability to maintain accurate records.
• Ability to exercise sound judgment and maintain confidentiality.
• Ability to work independently while collaborating effectively with multiple departments.

Working Conditions / Demands

This role requires both sedentary work and the ability to move about, sometimes quickly, for long periods of time. It requires moving heavy objects, providing support for heavy objects, and performing strenuous labor under adverse field conditions. The ability to use tools, operate machinery, and to complete construction projects with precision and accuracy is required. The person in this role must be able to perform the essential tasks with or without an accommodation.

Work Location

IU South Bend Campus

South Bend, Indiana

Advertised Salary

Salary Range: $36,400 - $41,600.00/ per year

Benefits Overview

Benefits Overview For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance
• Health savings account with generous IU contributions
• Healthcare and dependent care flexible spending accounts
• Basic group life insurance paid by IU
• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance
• Base retirement plan with generous IU contributions, subject to vesting
• Voluntary supplemental retirement plan options
• Tuition subsidy for employees and family members taking IU courses
• 10 paid holidays plus a paid winter break each year
• Generous paid time off plans
• Paid leave for new parents and IU-sponsored volunteer events
• Employee assistance program (EAP)

Job Classification

Career Level: Intermediate

FLSA: Nonexempt

Job Function: Engineering, Trades & Facility

Job Family: Facility Management

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Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Equal Employment Opportunity Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

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