FACILITIES OPERATIONS COORDINATOR

Edgewood University; Madison (WI); On-site; USD 42,000 - 56,000; Full time

Job summary

Edgewood University in Madison, WI is seeking a Facilities Operations Coordinator to provide administrative, operational, and systems support for Facilities Operations and campus moves.

The role coordinates work orders, purchasing, invoicing, vendor documentation, and records, working with Facilities leadership, staff, departments, students, and vendors to ensure timely service.

Qualifications

• Minimum of 2 years of relevant administrative, facilities, operations, purchasing, or project coordination experience, or an equivalent combination of education and experience; associate degree preferred.
• Proficiency with Microsoft Office and ability to learn maintenance, purchasing, and departmental systems; related work order or higher education experience preferred.

Responsibilities

• Coordinate work order intake, routing, tracking, and follow-up; review status and communicate outstanding needs to staff and supervisors.
• Coordinate preventive maintenance scheduling and related vendor activities.
• Maintain advanced working knowledge of AkitaBox and assist staff with system use and work order documentation.
• Communicate maintenance projects, repairs, shutdowns, and operational impacts to campus partners.
• Route urgent Facilities requests according to established procedures and track operational follow-up.
• Assist Facilities leadership with scheduling, meetings, documentation, and routine operational needs.
• Process Facilities invoices, account coding, reconciliation, purchase orders, approval routing, and supporting documentation.
• Prepare and track purchasing requests, quotes, and procurement for Facilities goods and services.
• Maintain vendor records, including W-9s, certificates of insurance, contact information, and access requirements.
• Coordinate vendor scheduling, keys, and campus access; follow up on billing questions and missing documentation.
• Maintain organized purchasing and invoice records according to institutional procedures.
• Serve as the primary Facilities Operations coordinator for faculty, staff, and departmental moves across campus.
• Meet with campus departments to identify move requirements, schedules, furniture and access needs, and Facilities impacts.
• Develop and maintain move schedules, checklists, room information, furniture plans, and related documentation.
• Coordinate move activities with Maintenance, Custodial, Grounds, Information Technology, Security, vendors, and other service departments.
• Communicate schedules, responsibilities, access requirements, and changes to affected departments and Facilities staff.
• Track move-related repairs, painting, cleaning, furniture placement, signage, keys, and other readiness items.
• Coordinate furniture relocation, delivery, installation, relocation, and inventory records outside of moves.

Skills

Microsoft Office

Customer service

Communication

Documentation

Organization

Multitasking

Education

Associate degree preferred

Tools

AkitaBox

Job description

Description Of Job

The Facilities Operations Coordinator provides administrative, operational, and systems support for Facilities Operations. This position serves as the primary Facilities coordinator for campus moves and coordinates work order administration, purchasing and invoicing, vendor documentation, departmental records, furniture requests, and customer service. The Coordinator works with Facilities leadership, staff, campus departments, students, and vendors to track requests and support timely service.

Description Of Job

The Facilities Operations Coordinator provides administrative, operational, and systems support for Facilities Operations. This position serves as the primary Facilities coordinator for campus moves and coordinates work order administration, purchasing and invoicing, vendor documentation, departmental records, furniture requests, and customer service. The Coordinator works with Facilities leadership, staff, campus departments, students, and vendors to track requests and support timely service.

Responsibilities

Facilities Operations Coordination

• Coordinate work order intake, routing, tracking, and follow-up; review status and communicate outstanding needs to staff and supervisors.
• Coordinate preventive maintenance scheduling and related vendor activities.
• Maintain advanced working knowledge of AkitaBox and assist staff with system use and work order documentation.
• Communicate maintenance projects, repairs, shutdowns, and operational impacts to campus partners.
• Route urgent Facilities requests according to established procedures and track operational follow-up.
• Assist Facilities leadership with scheduling, meetings, documentation, and routine operational needs.

Purchasing, Invoicing & Vendor Administration

• Process Facilities invoices, account coding, reconciliation, purchase orders, approval routing, and supporting documentation.
• Prepare and track purchasing requests, quotes, and procurement for Facilities goods and services.
• Maintain vendor records, including W-9s, certificates of insurance, contact information, and access requirements.
• Coordinate vendor scheduling, keys, and campus access; follow up on billing questions and missing documentation.
• Maintain organized purchasing and invoice records according to institutional procedures.

Campus Moves Coordination

• Serve as the primary Facilities Operations coordinator for faculty, staff, and departmental moves across campus.
• Meet with campus departments to identify move requirements, schedules, furniture and access needs, and Facilities impacts.
• Develop and maintain move schedules, checklists, room information, furniture plans, and related documentation.
• Coordinate move activities with Maintenance, Custodial, Grounds, Information Technology, Security, vendors, and other service departments.
• Communicate schedules, responsibilities, access requirements, and changes to affected departments and Facilities staff.
• Track move-related repairs, painting, cleaning, furniture placement, signage, keys, and other readiness items.
• Coordinate furniture relocation, delivery, installation, storage, and disposal related to moves; arrange pre-move and post-move walkthroughs as needed.
• Oversee and manage the office key process for faculty and staff, including coordinating key needs associated with office moves; processing key requests and required authorizations; coordinating key creation, issuance, and returns; maintaining accurate key records and tracking; and serving as the primary point of contact for office key needs. Partner with Human Resources, Security, General Maintenance, and other appropriate departments as needed.
• Maintain move records, provide status updates to Facilities leadership, and assist with move-related procedures and planning tools.

Systems, Data, Reporting & Department Records

• Enter and maintain information in AkitaBox and other departmental systems and databases.
• Maintain plans, drawings, electronic files, forms, procedures, and operational records.
• Develop and maintain routine tracking and reports for work orders, projects, capital improvements, and purchasing.
• Compile operational data and support improvements to workflows and documentation standards.
• Assist with basic system and process training and departmental communications.

Campus Customer Service & Department Coordination

• Monitor Facilities shared email and phone channels; document, route, and follow up on service requests.
• Provide routine status updates and serve as an administrative contact for campus Facilities questions.
• Coordinate with Event Services, the Registrar, Residence Life, Security, and other campus departments as needed.
• Assist with interview scheduling, onboarding preparation, meeting notes, and incident documentation.

Furniture & Residence Life Support

• Coordinate campus furniture requests, purchasing documentation, delivery, installation, relocation, and inventory records outside of moves.
• Coordinate Facilities documentation for residence hall move‑in, move‑out, breaks, room changes, and summer programs.
• Track summer turnover repairs, cleaning needs, and shared‑space damage reports.
• Assist Residence Life with Facilities procedures and reporting expectations; participate in planning meetings as needed.

Additional Responsibilities

• Support departmental administrative procedures, employee and student‑worker onboarding documentation, timekeeping records, and training records as assigned.
• Maintain confidentiality of personnel, financial, vendor, and student‑related information.
• Perform other related duties consistent with the scope and level of the position.

Job Qualifications

Necessary Education or Work Experience:

• Minimum of 2 years of relevant administrative, facilities, operations, purchasing, or project coordination experience, or an equivalent combination of education and experience; associate degree preferred.
• Proficiency with Microsoft Office and ability to learn maintenance, purchasing, and departmental systems; related work order or higher education experience preferred.

Required Knowledge And Skills

• Strong organization, customer service, communication, and documentation skills; ability to manage multiple requests and deadlines.

Other Qualifications

Edgewood University, a Catholic university sponsored by the Dominican Sisters of Sinsinawa, is an Equal Opportunity Employer, committed to academic excellence through diversity in its faculty, staff, and students. Candidates must demonstrate multicultural competence – the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women and racial and ethnic minorities are especially encouraged to apply. The selected candidate must actively support the mission of the University by working with faculty, staff and students to share in our core values – truth, compassion, justice, partnership, and community.