Facilities Operations Supervisor – Front Desk & Admin

University of New Hampshire; Iowa (LA); On-site; USD 57,738,000 - 94,988,000; Full time

Job summary

The University System of New Hampshire in Plymouth seeks a Facilities Business Operations Supervisor to provide top-level customer service as the front-facing representative for campus and public interactions. The role oversees vendor/visitor access, document management, office supplies, and supervision of student workers within Facilities Services.

Key responsibilities include administrative support across departments, budgeting coordination, and coordination of purchasing and accounting tasks

Qualifications

• High school graduation with five years of related experience involving progressively responsible business/accounting duties, or Associate’s Degree in Business or Accounting and three years of related experience or combination of higher education and related experience equal to five years.
• Proven customer service skills; including the ability to establish and maintain effective working relationships with faculty, staff, students and the general public.
• Strong analytical abilities.
• Ability to handle confidential and sensitive information.
• Excellent organizational skills, including the flexibility and adaptability to work effectively in a collaborative, cross functional environment.
• Excellent written, oral and interpersonal communication skills.
• Bachelor’s degree in Accounting or related field is preferred.
• Experience with Workday or other financial/accounting software.
• Experience working in an institution of higher education.
• Supervisory experience.
• Office management experience.

Responsibilities

• Provide general office and administrative support including scheduling meetings, managing documents, receiving/distributing mail and packages for department and all other duties as assigned.
• Answer phones and greet/sign in vendors/visitors and oversee all student staff providing this support.
• Provide administrative back-up for work units within Facilities Services division including Work Control Center (CMMS) (School Dude).
• Act as primary Physical Plant contact to campus customers and research, analyze and take independent action to dispatch and/or resolve issues reported.
• Prioritize, plan & oversee the general office operations and associated support staff.
• Source, screen, train, schedule, oversee and report on student workers providing front desk support under the direct oversight of the Director of Physical Plant.
• Recordkeeping and Document Management
• Initiate requests for transaction issue resolution as directed by Management Team.
• Assist and coordinate budget process with Management Team and Financial Services Team providing operational documentation as required/requested
• Initiate budget and accounting change requests, new account requests and request account close out for plant funds and the department repair and renovation (R&R) budget as directed by Management Team.
• Coordinate monthly budget meetings as directed and provide operational data as requested.
• Invoice, monitor status, deposit and reconcile all department accounts receivable, including but not limited to department fleet costs, shuttle billing, student damages/restitution, interdepartmental charges and outside vendors.
• Data Entry of Annual Blanket POs & contracts set up, tracking and year end close out, maintaining PO spreadsheet for Management Team.
• Execute all on line purchasing & Unimarket purchases (USNH Purchasing liaison)
• Monthly Stores billing reconciliation from CMMS/School Dude
• Enter purchase data for Stores Inventory into CMMS/School Dude & complete monthly interdepartmental billing for Stores Inventory distributions.
• Fleet cost /vehicle cost to operate analysis and reporting (gas, maintenance, repair).
• Invoice, monitor status, deposit and reconcile all department accounts receivable, including but not limited to department fleet costs, shuttle billing, student damages/restitution, interdepartmental charges and outside vendors.

Skills

Customer service

Analytical abilities

Organizational skills

Communication skills

Confidential information handling

Education

High school diploma

Associate's degree in Business or Accounting

Bachelor's degree (preferred)

Tools

Workday

Job description

The University System of New Hampshire in Plymouth seeks a Facilities Business Operations Supervisor to provide top-level customer service as the front-facing representative for campus and public interactions. The role oversees vendor/visitor access, document management, office supplies, and supervision of student workers within Facilities Services.

Key responsibilities include administrative support across departments, budgeting coordination, and coordination of purchasing and accounting tasks