Facilities Office Coordinator (Facility Operations Coordinator)

Indiana University; South Bend (IN); On-site; USD 36,400 - 41,600; Full time

Benefits offered by this job

Medical insurance

Health savings account

Paid holidays

Paid time off

Tuition subsidy

Retirement plan with IU contributions

Employee assistance program (EAP)

Job summary

Indiana University—IU South Bend Campus is seeking an Office Coordinator in the Facilities department. You will act as the central administrative resource, coordinating maintenance, work orders, and vendor communications to keep campus operations efficient and safe.

Responsibilities include procurement, budgeting support, document management, and assisting with projects and emergency response coordination. A high school diploma is required; an associate degree is preferred.

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Experience coordinating facilities operations, maintenance, or procurement.
• Ability to manage budgets, invoices, and purchase requests.

Responsibilities

• Serve as the central administrative resource for the Facilities office.
• Coordinate maintenance, work orders, scheduling, and vendor communications.
• Process purchase requisitions, track orders, and reconcile invoices.
• Maintain records, reports, and security/building access documentation.
• Support emergency response and safety compliance documentation.

Skills

Communication

Professionalism

Time management

Quality focus

Adaptability

Reliability

Education

High school diploma or equivalent

Associates degree in Business/Office Administration or Facilities Management

Tools

CMMS

ERP systems

Microsoft Excel

Office software (Outlook, Word, Teams)

Job description

Overview

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.

Education & Experience

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

Requirements

• High school diploma or equivalent (such as HSED or GED)

Preferred Education

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

Work Experience

• 2 years in facilities management, project management, business operations, or related field

Preferred Work Experience

• 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.

Required Skills

• 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 Skills

• 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.

Physical Requirements

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.

Location

IU South Bend Campus, South Bend, Indiana

Compensation & Benefits

Salary Range: $36,400 - $41,600 per year

• 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)

Equal Opportunity Statement

Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination for more information.

Contact

Request Support: Telephone: [phone]