Manager of Facilities Administration and Systems

University of West Alabama; Livingston (AL); On-site; USD 70,000 - 95,000; Full time

Job summary

The University of West Alabama is seeking a Manager of Facilities Administration & Systems to oversee administrative, contractual, information systems, reporting, and facility planning functions. The role coordinates construction and service contracts, maintains facility records, administers CMMS and FCA, and supports projects from planning to closeout.

This position serves as the central point for accurate records related to facility conditions, maintenance, capital projects, contracts, work

Qualifications

• Associate’s or bachelor’s degree in construction management, business administration, facilities management, engineering technology, public administration, or a related field; equivalent relevant experience may be considered.
• Experience maintaining detailed records, databases, spreadsheets, or management information systems.
• Proficiency with Microsoft Office applications, particularly Excel, Word, Outlook, and related business software.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and documentation requirements simultaneously.

Responsibilities

• Provide administrative support for capital construction, renovation, repair, and maintenance projects.
• Track submittals, RFIs, change proposals, punch-list items, warranties, manuals, as-built drawings, and closeout documents.
• Assist with reviewing contractor payment documentation and verifying records prior to routing for approval.
• Maintain project records from initiation through final completion and warranty periods.

Skills

Communication skills

Organizational skills

MS Office proficiency

Attention to detail

Multitasking

Education

Bachelor's or Associate degree in related field

Tools

CMMS

FCA

Excel

Job description

The Manager of Facilities Administration & Systems manages and coordinates administrative, contractual, information systems, reporting, and facility planning functions that support the institution’s facilities, maintenance, and construction operations. The position coordinates construction and service contracts, maintains facility and deferred maintenance information, administers the Computerized Maintenance Management System (CMMS) and the Facilities Condition Assessment (FCA), prepares reports, and supports construction projects from planning and procurement through closeout.

This position serves as a central point for maintaining accurate records related to facility conditions, maintenance needs, capital projects, contracts, work orders, project documentation, and regulatory or institutional reporting requirements.

Duties and Responsibilities

Construction Contracts & Administration

• Provide administrative support for capital construction, renovation, repair, and maintenance projects.
• Track submittals, requests for information (RFIs), change proposals, punch-list items, warranties, operations and maintenance manuals, as-built drawings, and closeout documents.
• Assist with reviewing contractor payment documentation and verifying required supporting records prior to routing for approval.
• Maintain project records from project initiation through final completion and warranty periods.
• Coordinate the transfer of completed project information into facility records and the CMMS, including new equipment, warranties, preventive maintenance requirements, and asset information.
• Maintain accurate and organized spreadsheets, electronic records, and supporting documentation related to construction projects, contracts, facilities, maintenance, capital planning, invoices, purchase orders, and project expenditures.
• Coordinate the administrative processing of construction, renovation, maintenance, and professional services contracts.
• Prepare, organize, route, and maintain contracts, agreements, purchase documentation, change orders, amendments, notices, and related project records.
• Maintain organized electronic and physical project files in accordance with institutional record-retention requirements.
• Coordinate administrative communications among contractors, architects, engineers, consultants, vendors, Facilities personnel, Purchasing, Finance, and other departments.
• Track construction and maintenance contracts for status, approvals, required documentation, insurance certificates, bonds, purchase orders, notices to proceed, completion milestones, warranties, renewals, expiration dates, and closeout requirements.
• Maintain contractor and vendor records and assist with verifying required contractual documentation.

Facility Reporting & Deferred Maintenance

• Serve as a primary administrator and coordinator for the institution’s Computerized Maintenance Management System (CMMS).
• Maintain accurate facility, building, room, equipment, asset, and preventive maintenance information within the CMMS.
• Review work-order data for accuracy, completeness, appropriate classification, and timely closure.
• Assist Facilities personnel with CMMS procedures, work-order entry, reporting, and system use.
• Develop CMMS reports related to work-order volume, response times, completion rates, preventive maintenance compliance, labor, materials, equipment history, and deferred maintenance.
• Identify opportunities to improve CMMS data quality, workflows, reporting, and system utilization.
• Coordinate the development, maintenance, and periodic update of the institution’s Facility Condition Assessment (FCA) program and reports.
• Compile, maintain, and update facility condition and deferred maintenance data, including building systems, identified deficiencies, recommended corrective actions, estimated costs, priorities, funding status, and anticipated renewal or replacement timelines.
• Maintain a comprehensive deferred maintenance project list, including building, system, deficiency, estimated cost, priority, funding status, and anticipated completion timeline.
• Prepare recurring deferred maintenance, capital renewal, facility condition, and maintenance activity reports for Facilities leadership and institutional administration.
• Compile facility information for institutional, state, accreditation, audit, insurance, and other reporting requirements as assigned.
• Develop dashboards, spreadsheets, summaries, and other management reports to communicate facility needs, project status, costs, and maintenance trends.
• Assist with preparation of annual budgets and capital improvement requests.

FLSA:Non-Exempt

Qualifications

Required Qualifications

• Associate’s or bachelor’s degree in construction management, business administration, facilities management, engineering technology, public administration, or a related field; equivalent relevant experience may be considered.
• Experience maintaining detailed records, databases, spreadsheets, or management information systems.
• Proficiency with Microsoft Office applications, particularly Excel, Word, Outlook, and related business software.
• Strong organizational skills with the ability to manage multiple projects, deadlines, and documentation requirements simultaneously.

Preferred Qualifications

• Experience working in higher education, government, institutional facilities, or other public-sector construction environments.
• Experience in construction administration, facilities management, contract administration, project coordination, maintenance operations, or a related area.
• Experience administering or extensively using a CMMS and FCA
• Experience with construction contracts, procurement, bidding, change orders, payment applications, and project closeout.
• Experience developing facility condition assessments or deferred maintenance reports.
• Knowledge of construction terminology, project delivery methods, and basic building systems.
• Experience tracking capital project budgets and expenditures.
• Familiarity with applicable purchasing, contracting, and public works requirements.
• Experience developing dashboards, management reports, or capital planning documentation.

Knowledge, Skills & Abilities

• Strong written and verbal communication skills
• Strong attention to detail, organizational skills, document-control skills, analytical ability, and the ability to organize large amounts of facility and project information.
• Ability to manage multiple priorities in a deadline-driven environment
• Ability to translate detailed facility and maintenance information into clear reports, priorities, and recommendations that support management decision-making, budgeting, and long-range capital planning.

Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation, including information obtained from social media and other internet sources.

Equal Employment Opportunity Statement

The University of West Alabama does not discriminate on the basis of race, religion, hearing status, personal appearance, color, sex, pregnancy, political affiliation, creed, ethnicity, national origin (including ancestry), citizenship status, physical or mental disability (including perceived disability), age, marital status, sexual orientation, gender identity, gender expression, veteran or military status, predisposing genetic characteristics, domestic violence victim status, or any other protected category under applicable local, state, or federal law, including protections for those opposing discrimination or participating in any grievance process on campus, with the Equal Employment Opportunity Commission, or other human rights agencies.

AA/EO Employer.

Minority applications encouraged.