Facilities Operations & Service Coordinator

Worcester Polytech; Worcester (MA); On-site; USD 30,307 - 41,328; Full time

Job summary

Worcester Polytechnic Institute (WPI) seeks a Facilities Customer Service Coordinator to act as the primary liaison between Facilities Operations and the campus community. You will coordinate maintenance requests, manage contractor access, and track work orders to ensure timely communication and efficient work coordination.

You will collaborate with trades staff, vendors, and campus departments to ensure safety, scheduling accuracy, and high-quality customer service across all facilities.

Qualifications

• Associate's degree or equivalent combination of education and relevant experience.
• 3–5 years in customer service, facilities operations, administrative coordination, or office management.
• Strong organizational and time management skills with the ability to handle multiple tasks in a fast-paced environment.
• Excellent verbal and written communication skills and a commitment to outstanding customer service.
• Experience coordinating multiple stakeholders and maintaining confidential information.
• Proficiency with Microsoft Office Suite and enterprise management systems (Workday and CMMS preferred).

Responsibilities

• Serve as the primary point of contact for Facilities-related inquiries from the campus community.
• Receive, process, prioritize, and monitor service requests and work orders using the Facilities work management system.
• Coordinate maintenance and repair activities with trades staff, contractors, vendors, and requesting departments.
• Track work order progress, labor, materials, contractor costs, and completion status.
• Respond to and monitor the Facilities departmental email account with timely responses.
• Coordinate contracted maintenance services, including scheduling and access arrangements.
• Manage contractor access by coordinating keys, access credentials, and permits.
• Maintain keys and access documentation and reconcile invoices against completed work orders.
• Collaborate with leadership and project teams to schedule and coordinate maintenance and capital projects.
• Coordinate routine preventive maintenance, safety inspections, and facility repairs.
• Assist with onboarding and training of student employees and seasonal staff.

Skills

Customer service

Facilities operations

Administrative coordination

Office management

Communication

Attention to detail

Teamwork

Education

Associate's degree

Tools

CMMS

Workday

Job description

Worcester Polytechnic Institute (WPI) seeks a Facilities Customer Service Coordinator to act as the primary liaison between Facilities Operations and the campus community. You will coordinate maintenance requests, manage contractor access, and track work orders to ensure timely communication and efficient work coordination.

You will collaborate with trades staff, vendors, and campus departments to ensure safety, scheduling accuracy, and high-quality customer service across all facilities.