Facilities Services Coordinator

San José State University; San Jose (CA); On-site; USD 47,000 - 68,000; Full time

Job summary

San José State University seeks a Facilities Services Coordinator to manage procurement, inventory, and work orders for University Housing Services. The role includes supervising student assistants, coordinating events, and handling records and asset audits.

The position requires a bachelor’s degree or equivalent experience, strong administrative skills, and the ability to work independently as part of a larger facilities team on campus in San José.

Qualifications

• Equivalent to a bachelor’s degree in a related field; substitutions allowed on a year-for-year basis.
• Experience in purchasing, procurement, or facilities operations is preferred.
• Strong ability to manage records, assist with budgeting, and coordinate multiple tasks.

Responsibilities

• Prepare, process, and research purchase requisitions and resolve discrepancies.
• Verify and process invoices for payment.
• Administer the TMA work order system including creating/closing work orders and reporting.
• Develop preventive maintenance work orders for facilities staff.
• Coordinate inventory and asset records, and notify residents for room inventories.
• Coordinate distribution of supplies to residence halls and complexes.
• Hires, trains, and supervises student assistants.
• Assist with reconciling expense accounts and maintaining the expense database.
• Ensure confidentiality and professional communication with staff and external agencies.

Skills

Administrative skills

Communication

Customer service

Record keeping

Problem solving

Time management

Education

Bachelor’s degree in a related field

Tools

Excel

Access

PeopleSoft

StarRez

TMA

Concur

Job description

Job no: 561821
Work type: Staff
Location: San José
Categories: Unit 9 - CSUEU - Technical Support Services, Probationary, Full Time, Student Services, On-site (work in-person at business location)

Job Summary

Under the direct supervision of the Director of Facilities Operations, the Facilities Services Coordinator performs all duties but works independently in performing all procurement services, inventory control, work control functions, travel processing, and minor project coordination for University Housing Services. Direct supervision of facilities student assistants to include recruitment, training, and evaluation. Coordinates setup and break down during University Housing Services major events.

Key Responsibilities

• Prepares, processes, and researches purchase requisitions including any discrepancies of orders to be placed or received to the appropriate University department.
• Verifies, processes, and researches all invoices to be paid.
• Performs day-to-day administration for Housing’s Total Management Asset (TMA) work order system including, creating and closing work orders, troubleshooting problems or creating specialized reports, and maintaining data to meet departmental needs.
• Develops preventive maintenance work orders for UHS Facilities staff in TMA.
• Generates bi-monthly correspondence with residents to complete their room inventory profiles on StarRez.
• Coordinates distribution of supplies and equipment to residence hall and apartment complexes including trash and recycling containers, chairs and lamp shades.
• Creates and maintains accurate records of departmental equipment and storage locations.
• Manages the collection, storage, and removal of abandoned items. Coordinates pickup appointments with students and ensures their belongings are properly documented, stored, and released.
• Manages records and conducts annual asset audits with University Property.
• Maintains owner manuals, equipment specifications and service schedules for all department equipment
• Provides access through the S2 and Dormakaba security access cards systems.
• Creates, troubleshoots, resolves issues for students or staff.
• Maintains records of all safety equipment provided to facilities staff for Housing on TMA.
• Reviews, researches, and processes damage billing. Provides required documentation for damage charges. Processes work orders needed to replace damaged furnishings.
• Processes work order requests daily. Reviews incoming requests to ensure that all urgent needs are completed in a timely manner. Collects service requests three to five times daily. Responds to inquiries or complaints about the status of their work order. Distributes work orders to appropriate members of the facilities team. Research status on outstanding work orders.
• Hires, trains, and supervises student assistant(s)
• Creates and manages any documentation/forms/etc needed by the facilities operations area to complete all work, including the summer turnover cycle.
• Assists with reconciling all expense accounts against the CSU Data Warehouse, CSU Buy, and Concur records and reports. This includes monitoring, reporting, researching, and clarifying/troubleshooting discrepancies.
• Assist with maintaining the expense database which includes record keeping of all requisitions, making recommendations to the appropriate UHS or SJSU administrator on adjustments to the expense database in relation to forms, reports, and tables as needed to accurately assist in reconciling University expenses.
• Assists in record keeping of Housing’s hard key quality control system. Prepares necessary paperwork for FD&O Lock Shops for lock and/or key repair/replacement requests. Works with each Residential Life Coordinator throughout the residential portfolio to complete/verify all key audits.

Knowledge, Skills & Abilities

• Thorough knowledge of methods, procedures and practices, English grammar, business writing, punctuation and spelling.
• Ability to compose and appropriately format correspondence and reports.
• Working knowledge of software applications: word processing, spreadsheet (Excel), database management (Access).
• Ability to perform a variety of administrative, technical and analytical duties of limited to moderate complexity under general supervision.
• Knowledge of basic methods and procedures for research and statistical analysis and the ability to apply them.
• Strong oral communication skills. Must possess excellent customer service and public relations skills.
• Demonstrated ability to work alone as well as with other people when assigned to do so.
• Ability to work flexible hours and weekends as needed.
• Ability to learn and use People Soft software application, StarRez, the internal housing database system and TMA, Total Management Asset system.
• Experience to be fully functional in all technical aspects of work assignments.
• Thorough knowledge of university methods, procedures, and practices.
• Ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections.
• Ability to work independently and handle multiple work unit priorities and projects.
• Ability to solve common and unique problems using reasoning and judgment to develop practical, thorough, and creative solutions.
• Ability to apply independently a wide variety of policies and procedures where specific guidelines may not exist.
• Demonstrated competence in effectively presenting standard information in writing.
• Ability to coordinate and prioritize multiple administrative and clerical tasks for a variety of users, set schedules, and complete projects accordingly.
• Ability to coordinate and direct student assistant(s).
• Ability to maintain confidentiality and appropriately handle sensitive communications with employees and external agencies.
• Ability to display a strong sense of commitment to customer needs, and possess excellent customer service and public relations skills.
• Ability to complete Defensive Drivers Training Program provided by State of California for CSU campuses.
• General awareness of emerging technologies, including artificial intelligence (AI), and a willingness to develop skills in their appropriate, responsible, and ethical use in a higher education environment, consistent with institutional policies and practices.
• Ability to communicate with constituents in a professional and respectful manner.

Required Qualifications

• Equivalent to a bachelor’s degree in a related field.
• Relevant education and/or experience which demonstrates acquired and successfully applied knowledge and abilities shown above may be substituted for the required education on a year-for-year basis.

Preferred Qualifications

• Bachelor’s Degree or equivalent years of professional experience.
• 3-5 years administrative experience
• Experience coordination an administrative process.
• Purchasing or procurement experience.
• Experience working with maintenance, custodial, or facilities operations.
• Experience working in an education setting.

Compensation

Classification: Housing Operations Professional I
Anticipated Hiring Range: $4,198/month - $4,544/month (Step 1 – Step 5)
CSU Salary Range: $4,198/month - $6,115/month (Step 1 – Step 20)
San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary.

Contact Information

University Personnel
[e-mail]
408-924-2252

CSU Vaccination Policy

The CSU strongly recommends that all individuals who access any in-person program or activity (on- or off-campus) operated or controlled by the University follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications and comply with other safety measures established by each campus. The system wide policy can be found at https://calstate.policystat.com/policy/9779821/latest/ and questions may be sent to [e-mail].

Additional Information

Satisfactory completion of a background check (including a criminal records check) is required for employment. SJSU will issue a contingent offer of employment to the selected candidate, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current CSU employee who was offered the position on a contingent basis. The standard background check includes: criminal check, employment and education verification. Depending on the position, a motor vehicle and/or credit check may be required. All background checks are conducted through the university's third party vendor, Accurate Background. Some positions may also require fingerprinting. SJSU will pay all costs associated with this procedure. Evidence of required degree(s) or certification(s) will be required at time of hire. SJSU IS NOT A SPONSORING AGENCY FOR STAFF OR MANAGEMENT POSITIONS. (e.g. H1-B VISAS) All San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. Incumbent is also required to promptly report any knowledge of a possible Title IX related incident to the Title IX Office or report any discrimination, harassment, and/or retaliation to the Office of Equal Opportunity.

Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act and Campus Housing Fire Safety Notification:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, the Annual Security Report (ASR) is also now available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Security-Report.pdf. The ASR contains the current security and safety-related policy statements, emergency preparedness and evacuation information, crime prevention and Sexual Assault prevention information, and information about drug and alcohol prevention programming. The ASR also contains statistics of Clery crimes for San José State University locations for the three most recent calendar years. A paper copy of the ASR is available upon request by contacting the Office of the Clery Director by phone at 408-924-1501 or by email at [e-mail]. Pursuant to the Higher Education Opportunity Act, the Annual Fire Safety Report (AFSR) is also available for viewing at https://www.sjsu.edu/clery/docs/SJSU-Annual-Fire-Safety-Report.pdf. The purpose of this report is to disclose statistics for fires that occurred within SJSU on-campus housing facilities for the three most recent calendar years, and to distribute fire safety policies and procedures intended to promote safety on Campus. A paper copy of the AFSR is available upon request by contacting the Housing Office by phone at 408-795-5600 or by email at [e-mail].

Campus Security Authority - In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act) and CSU systemwide policy, this position is subject to ongoing review for designation as a Campus Security Authority. Individuals that are designated as Campus Security Authorities are required to immediately report Clery incidents to the institution and complete Clery Act training as determined by the university Clery Director.

Equal Employment Statement

San José State University is an equal opportunity employer. The university prohibits discrimination based on age, ancestry, caste, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, medical condition, military status, nationality, race, religion, religious creed, sex, sexual orientation, sex stereotype, and veteran status. This policy applies to all San José State University students, faculty, and staff, as well as university programs and activities. Title IX of the Education Amendments of 1972, and certain other federal and state laws, prohibit discrimination on the basis of sex in all education programs and activities operated by the university (both on and off campus). Reasonable accommodation is made for applicants with disabilities who self-disclose. San José State University employees are considered mandated reporters under the California Child Abuse and Neglect Reporting Act and are required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.

Advertised:

Advertised: September 09, 2026 (9:00 AM) Pacific Daylight Time
Applications close: Open until filled