Facilities Operations Control Rep - Career Fair September 8, 2026

University of Miami; Coral Gables (FL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Tuition remission

Job summary

University of Miami is seeking a Facilities Operations Control Representative in Coral Gables to act as a liaison among faculty, staff and facility managers, ensuring safe occupancy and smooth operations of all facility functions. The role emphasizes responding to requests, managing work orders, and coordinating with contractors and on-call teams to maintain continuity and safety.

The ideal candidate has a High School diploma and 3–5 years of related experience, strong data-entry, and excellent

Qualifications

• High School diploma or equivalent required.
• 3–5 years of relevant experience in admin, customer service, facilities operations.
• Strong teamwork, customer relations, and problem-solving leadership.
• Accurate data entry with minimal errors and meticulous records.

Responsibilities

• Answer phones with proper greeting and route issues to staff.
• Enter, transcribe, record, and maintain information accurately.
• Monitor and respond to email requests via campus channels.
• Oversee work order control and dispatch facilities technicians.
• Maintain and distribute office supplies and inventory.
• Generate and distribute end-of-shift reports.
• Communicate maintenance, repairs, and emergencies promptly.
• Serve as liaison to students, faculty, and staff on facilities matters.

Skills

Data entry

Teamwork

Written communication

Verbal communication

Problem solving

Attention to detail

Education

High School diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Work order management system

Job description

The Facilities Operations Control Representative serves as a liaison to faculty, staff, and facility managers to ensure the safety of facility occupants and guarantee the smooth operations of all facility functions and operations.

Core Job Functions

• Answers phone calls with appropriate greeting, and addresses and resolves issues or transfers to appropriate staff.
• Enters, transcribes, records, stores or maintains information in written or electronic form.
• Monitors and responds to email requests received through customer service email accounts.
• Ensures that alarm notifications received through electronic monitoring, security or email are accurately reported.
• Oversees work order control and management.
• Distributes office supplies and assists in maintaining uniform inventory.
• Generates process and distributes work orders from online requests queue, phone calls, faxes, walkins, and emails.
• Adheres to University and unit-level policies and procedures and safeguards University assets.
• This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

Core Qualifications

• Education: High School diploma or equivalent
• Certification and Licensing: N/A
• Experience: Minimum 3 to 5 years of relevant experience
• Knowledge, Skills and Attitudes: Commitment to the University’s core values.
• Ability to work independently and/or in a collaborative environment.
• Skill in data entry with minimal errors.
• Ability to accurately prepare and maintain records, files, reports and correspondence.

Department Specific Functions

• Operational & Customer Service: Answer phone calls from students, faculty and staff and take appropriate action for each call.
• Monitor incoming work order requests (online SRO website, departmental email, Microsoft Teams) to generate work orders through the University’s work order management system and dispatch Facilities technicians to address requests.
• Assist in the communication of general maintenance, major repairs, and shutdowns in a timely, effective and efficient manner via various forms of communication, written and orally.
• Maintain consistent and effective communication to administration, management, and the field team on day-to-day operations, as well as responding to planned or unplanned issues, utility disruptions, or emergencies.
• Monitor alarm systems, such as energy, fire alarm, and lift stations, and ensure appropriate action is taken when alarm notifications are received to mitigate interruptions to University operations and life-safety issues.
• Respond to urgent matters and involve managers, mechanics, and contractors as needed.
• Perform quality assurance review of work orders to ensure accuracy in work order components (i.e. work order types, account numbers, comments, status, etc.).
• Resolve customer complaints or answer customers’ questions regarding Facilities-related matters, including following up on survey responses.
• Serve as a liaison to students, parents, faculty, and staff regarding Facilities-related matters and status of work orders.
• Work closely with University-approved contractors (i.e., Environmental Services, elevator maintenance contractor, etc.) to dispatch issues and follow up on status as needed.
• Evaluate and assign proper Access Control levels to online requests for appropriate routing through approval process.
• Notify on-call leader and mechanics of after-hour emergencies and communicate timelines for incidents, corrective actions, and resolutions.
• Generate and send end-of-shift reports to inform Facilities team members of activities that transpired throughout the shift.
• Support the creation of the on-call roster and the notification process.
• Distribute the on-call roster weekly via email and make changes to roster as needed.
• Prepare & distribute holiday schedules for Facilities Operations and coordinate appropriate levels of coverage for business continuity.
• Participate in departmental meetings and other University initiatives as requested.
• Serve as an integral member of the University’s plan for disaster preparation and recovery.
• Position is essential personnel.
• Must be able to perform shift work, to respond to after-hours emergency call-in, and work in environments out of normal duties as needed.
• Other duties as assigned.

Education & Experience

• Education: High School diploma or equivalent
• Experience: 3 to 5 years of experience in related fields such as Administrative, Customer Service, Facilities Operations, etc.
• Must have proven emphasis on teamwork, cooperation, customer relations and leadership in problem solving.

Knowledge, Skills and Attitudes

• Knowledge of Microsoft Word, Microsoft Excel, and Microsoft Outlook.
• Preferred knowledge of work order management system.
• Skills in assessing, organizing, prioritizing, and multi-tasking.
• Strong written and verbal communication skills.
• Ability to work in a team setting.
• Be accountable for all aspects of their role and continuously improve.
• Demonstrates the willingness to take initiative and take on work tasks independently.
• Strong attention to detail.

Compensation & Benefits

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

Job Status & Employment Type

Job Status: Full time
Employee Type: Staff

About the University

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for. The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Visit welcome.miami.edu/about-um to learn more about our points of pride. The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings. Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019. The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022. With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe.