Facilities Work Management Support Assoc

University of Kentucky; Lexington, Northern (KY, KY); Hybrid; USD 22,000 - 36,000; Full time

Job summary

University of Kentucky is seeking a Facilities Work Management Support Associate in Lexington, KY. The role focuses on receiving and processing facilities service requests through SAP and other channels, ensuring timely responses and accurate data entry.

Responsibilities include coordinating with building operations, elevator maintenance, and other campus partners to prioritize work orders, document actions, and generate daily reports.

Qualifications

• MS Windows/Office proficiency and experience with SAP Work-Order Portal.
• Experience with automated work management systems preferred.
• Knowledge of maintenance, construction, and renovation-related tasks preferred.

Responsibilities

• Receive intake from clients and preprocess service requests via SAP Work-Order Portal, email, Fax, or direct input.
• Process requests and allocate appropriate authorizations and funding as needed.
• Collaborate with Building Operations, Delta Room, Key Shop, and Medical Center Physical Plant for inquiries and tasks.
• Create and maintain reports and records, including work orders, cost centers, and assets.

Skills

MS Windows/Office

SAP

Automated Work Management Systems

KRONOS

Driver’s License

Education

Associates’ Degree + 3 Years

High School + 5 Years

Tools

SAP

KRONOS

Job description

Facilities Work Management Support Assoc

Job Title Facilities Work Management Support Assoc

Requisition Number

Requisition Number RE56088

Working Title

Department Name

Department Name 3CP00:Campus Physical Plant

Work Location

Work Location Lexington, KY

Grade Level 41

Salary Range

Salary Range $16.15-25.81/hour

Type of Position

Type of Position Staff

Position Time Status

Position Time Status Full-Time

Required Education

AA

Click here for more information about equivalencies:

Required License/Registration/Certification

N/A

Physical Requirements

Sitting at computer workstation for extended periods; Repetitive motion.

Shift

8:00am – 5:00pm (Monday – Friday)[Note: Hours of work may vary dependent upon situational factors. Hours of operation for the Facilities Work Management Control Center may expand requiring varying shift schedules for staff.]

Reporting to the Facilities Work Management Administrator, this position serves as the single point of contact for all types of Facilities Management Service Requests — receiving intake from clients and customers; Pre-processes service requests as they arrive through SAP Work-Order Portal, email, Fax, manual entry, or direct client input; Addresses emergency or crisis management events promptly and effectively; Processes requests (notifications) according to urgency and service level agreements to ensure maximum utilization of billable resources and ensure prompt response to service requests; Identifies work order requests for Building Operations; Elevators; Equipment; Estimates; Events; Greek Organizations; Insurance, Board Meetings; Unfunded Deferred Maintenance ( UDM ); Utilities; Call Before You Dig – 811; etc.; Determines and secures review authorizations and approvals as needed; Identifies and determines funding allocation charges, including setting up accounts; Identifies code and regulatory compliance requirements; Generates Work Order(s) for ‘new’ problem(s); or Notification(s) for ‘on-going’ problem(s); Processes hundreds of portal requests daily, resulting in the creation of hundreds of work orders up to $700k; Generates hundreds of notifications / attachments daily.

Ensures appropriate work order distribution; Collaborates with Delta Room regarding building systems’ on/off requirements; Collaborates with Key Shop on inquires and requests; Collaborates with Medical Center Physical Plant – Call Center regarding UK HealthCare / Medical Center inquires and requests; Updates Elevator Work Orders daily; and Closes Preventive Maintenance; Pest Control Work Orders daily.

In addition, the Facilities Work Management Support Associate Communicates with clients as required: Keeping them informed of progress and/or notifying them of impending changes or agreed outages; Documents all calls and actions in automated systems in a complete, accurate, and timely manner; Contacts appropriate responsible parties; Transfers calls to appropriate departments for problem resolution; Notifies management of irregularities and critical issues; Adheres to University and department policies and procedures; Creates and generates reports daily, as assigned, including work orders open/closed; accounts/cost centers; plant funds; vehicle accidents; elevators; building standing orders; service contract buildings; Delta Log work orders; estimates; etc.; Completes daily shift reports in a complete, accurate, and timely manner; Performs studies and cost analyses as directed; Creates reports for various administrative needs; Maintains Building List; Chart of Accounts; Clearing Accounts; Housing Accounts; Elevators, etc.; and Ensures compliance with University Records Retention.

Internal Employee Being Considered

Skills / Knowledge / Abilities

• MS Windows/Office; SAP ; Automated Work Management Systems; KRONOS
• Driver’s License — Preferred
• Experience with automated work management systems — Preferred
• Knowledge of maintenance; construction; and renovation-related job tasks — Preferred

Does this position have supervisory responsibilities?

Does this position have supervisory responsibilities? No

Preferred Education/Experience

• Associates’ Degree + 3 Years — Preferred
• High School + 5 Years

Deadline to Apply 10/19/2026

We value the well-being of each of our employees and are dedicated to creating a healthy place for everyone to work, learn and live. In the interest of maintaining a safe and healthy environment for our students, employees, patients and visitors, the University of Kentucky is a Tobacco & Drug Free campus.

The University follows both the federal and state Constitutions as well as all applicable federal and state laws on nondiscrimination. The University provides equal opportunities for qualified persons in all aspects of institutional operations and does not discriminate on the basis of race, color, national origin, ethnic origin, religion, creed, age, physical or mental disability, veteran status, uniformed service, political belief, sex, sexual orientation, gender identity, gender expression, pregnancy, marital status, genetic information or social or economic status.

Any candidate offered a position may be required to pass pre-employment screenings as mandated by University of Kentucky Human Resources. These screenings may include a national background check and/or drug screen.