Operations and Facilities Coordinator

NorthWest Arkansas Community College; Arkansas; On-site; USD 41,000 - 51,000; Full time

Job summary

NorthWest Arkansas Community College (NWACC) invites applications for an Operations and Facilities Coordinator. This role provides comprehensive administrative, fiscal, and operational support to ensure efficient department operations, including records management, budgeting, and facilities‑related processes, aligned with laws and college policies.

The position requires a B.S./B.A. in business administration or related field and at least two years of office management experience.

Qualifications

• Formal education equivalent to a B.S. or B.A. in business administration or related field.
• Minimum of two years of office management experience.
• Proficiency in budgeting, purchasing, or fiscal reporting is expected.

Responsibilities

• Manage departmental records, budget, and work‑order systems.
• Oversee records retention schedules and records destruction.
• Maintain asset, warranty, vehicle, and equipment records.
• Coordinate and support the ServiceNow database and user access/training.
• Prepare and track departmental budgets, analyze utility usage and costs.
• Monitor fuel card activity and operational expenses.
• Process purchase requisitions, contracts, invoices, and fiscal docs.
• Administer key/access systems and coordinate changes.
• Develop and implement operational and facilities policies.
• Prepare operational, fiscal, and compliance reports.
• Support incident response and emergency contacts.
• Report to campus as requested by supervisor, including nights/weekends.

Skills

Budgeting

Records management

MS Office

Communication

Time management

Analytical skills

Independent work

Education

B.S./B.A. in business administration or related field

Tools

ServiceNow

Job description

Operations and Facilities Coordinator – Overview

The Operations and Facilities Coordinator provides comprehensive administrative, fiscal, and operational support to ensure efficient departmental operations. The position coordinates records management, budgeting, workflow systems, facilities–related processes, and compliance activities. All duties are performed in accordance with local, state, and federal laws and institutional policies.

Rate of Pay: $19.76 per hour. Higher compensation may be considered based on qualifications directly related to the position.

Responsibilities

• Manage departmental records, budget, ServiceNow (or current work‑order software), and other duties as assigned.
• Oversee departmental records, retention schedules, and records destruction.
• Maintain asset, warranty, vehicle, and equipment records.
• Coordinate and support the ServiceNow database, including preventive maintenance scheduling and user access and training.
• Prepare, track, analyze and project departmental budgets. Manage and project utility usage and costs.
• Monitor fuel card activity and operational expenses.
• Process purchase requisitions, contracts, invoices, and fiscal documentation.
• Monitor parts/supplies inventory and equipment certifications (e.g., FCC licenses, generators, elevators, fire systems).
• Administer physical and electronic key/access systems; track issuance/returns and coordinate changes.
• Assist in development, interpretation, and implementation of operational and facilities‑related policies.
• Prepare operational, fiscal, and compliance reports.
• Maintain emergency contact lists and support incident response.
• Report to campus per supervisor’s request, including nights, weekends, inclement weather, and emergencies.
• Perform additional duties as necessary to support the goals and objectives of the department and college.

Minimum Qualifications

• Formal educational equivalent of a B.S. or B.A. degree in business administration or related field.
• At least two years of office management experience.

Knowledge, Skills, and Abilities

• Budgeting: Minimum of two years of budgeting, purchasing, or fiscal planning and reporting experience.
• Technical Proficiency: Skilled in MS Office (Word, Excel, PowerPoint, Access).
• Confidentiality and Compliance: Capable of handling sensitive information with discretion in accordance with state, federal, and institutional policies.
• Independent Work and Accountability: Self‑starter who takes initiative, manages responsibilities with minimal supervision, and maintains high performance standards.
• Time Management and Organization: Strong ability to manage time, multitask, and stay organized in a fast‑paced environment.
• Analytical and Research Skills: Proficient in conducting research, analyzing data, performing quality assurance reviews, and recommending actions.
• Interpersonal and Communication Skills: Ability to work effectively with employees at all levels, build relationships across the institution, and communicate clearly in written and oral formats.

Physical Demands / Work Environment

• Frequently manipulate items with fingers, including keyboarding; sit, stand, walk.
• Constantly hear, repeat motion, talk.
• Required close visual acuity to prepare and analyze data, transcribe, view a computer terminal, extensive reading, or inspect at close distances.
• Professional office setting with a moderate noise level; occasional movement of staff.
• Lighting is standard for office spaces; temperature is controlled to remain comfortable.
• Employees may occasionally visit other areas such as storage rooms, conference spaces, or outdoor locations where conditions may vary.
• Infrequently exposure to louder noise levels or light physical activities (moving lightweight materials).

Environmental Conditions

The work environment typically consists of a professional office setting with a moderate noise level. Lighting and temperature are controlled to remain comfortable. Employees may occasionally need to visit other areas, such as storage rooms, conference spaces, or outdoor locations, where environmental conditions may vary.

EEO Statement

NorthWest Arkansas Community College (NWACC) is an equal opportunity, affirmative action institution and welcomes applications without regard to age, race, gender (including pregnancy), national origin, disability, religion, marital or parental status, protected veteran status, military service, genetic information, sexual orientation or gender identity.