Operations Coordinator

The University of Texas at Austin; Austin (TX); On-site; USD 47,000 - 59,000; Full time

Job summary

The Operations Coordinator at UT Austin provides administrative, inventory, and procurement support for Facilities Operations to ensure efficient maintenance and inventory systems. You will manage work orders, labor data, and vendor coordination while delivering exceptional customer service to staff and campus partners.

The role requires a bachelor’s degree and at least 3 years of coordinating or administering programs, with experience in CMMS and inventory control preferred.

Qualifications

• Bachelor’s Degree in business administration, operations management, or a related field.
• At least 3 years experience coordinating or administering a program.

Responsibilities

• Provide comprehensive administrative support to the assigned facilities shop(s) and manage correspondence and scheduling.
• Oversee daily inventory management, track stock, forecast demand, and coordinate replenishment.
• Prepare and submit requisitions for purchase orders and serve as primary vendor contact; ensure accurate invoicing and routing to Accounts Payable.

Skills

Communication

Customer service

Administrative support

Education

Bachelor’s Degree in business administration or operations management

Tools

CMMS

UT Works

Maximo

Job description

General Notes

BENEFITS: UT Austin offers a competitive benefits package that includes:

• 100% employer-paid basic medical coverage
• Retirement contributions
• Paid vacation, sick time, and holidays

Job Posting Title

Operations Coordinator

Hiring Department

University Housing and Dining

Position Open To

All Applicants

Weekly Scheduled Hours

40

FLSA Status

To Be Determined at Offer

Earliest Start Date

Ongoing

Position Duration

Expected to Continue

Location

UNIVERSITY APARTMENTS

Job Details

General Notes

BENEFITS: UT Austin offers a competitive benefits package that includes:

• 100% employer-paid basic medical coverage
• Free Capital Metro bus rides
• Retirement contributions
• Paid vacation, sick time, and holidays
• Career growth & professional development

Please visit our Human Resources (HR) website at https://hr.utexas.edu/ to learn more about the total benefits offered when you join our team!

Purpose

The Operations Coordinator provides administrative, inventory, and procurement support for Facilities Operations to ensure the efficient functioning of maintenance and inventory systems, accurate work order and labor management, timely purchasing and vendor coordination, and exceptional customer service. Serves as a key resource for facilities staff by supporting operational processes, maintaining inventory integrity, coordinating procurement activities, and assisting with technology and systems used to support maintenance operations.

Responsibilities

• Provide comprehensive administrative support to the assigned facilities shop(s). Greet guests/vendors and answer the main phone line. Make appointments, schedule meetings, and reserve rooms. Read, answer, compose, and edit correspondence. Perform substantial data auditing and management to complete work orders, checking for staff labor, technician notes, and materials before closing. This includes approving technician timesheets daily, checking corresponding student billable phases for correct user-defined fields, and monitoring to ensure the timely closure of work order phases. Pick up and distribute mail and copier output. Support and contribute to systems assessment for changes and deliver training to staff as needed, resolving issues for technicians regarding UT Works and technician iPads.
• Oversee daily inventory management. Independently process all inventory-related activity, identifying errors and making corrections. Collaborate directly with Facilities Leadership and staff to make corrections. Track and control the flow of materials to ensure availability when needed. Responsible for monitoring stock levels, forecasting demand, and optimizing replenishment. Facilitate annual inventory by using UT Works to prepare for the annual cycle count, including generating reports and routing as needed. Audit count reports to identify items needing further review and manage corrections, submitting them when complete.
• Prepare and submit requisitions for purchase orders. Monitor warehouse stock and initiate procurement activity to replenish stock, ensuring parts are active in UT Works and establishing the correct unit of measure for materials ordered. Serve as the primary point of contact for vendor communication. Confirm the accuracy of purchases, correct invoices, and route them to Accounts Payable with payment approval.
• Provides quality customer service for internal and external customers. Act as the primary contact for the uniform company, checking invoices for accuracy before routing for payment and ordering new or replacement uniforms, following up until received. This may include the pick-up and delivery of materials. Provides backup to staff supporting other facilities shops. Perform other duties as assigned.

Required Qualifications

• Bachelor’s Degree in business administration, operations management, or a related field.
• At least 3 years experience coordinating or administering a program.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience using computerized maintenance management systems (CMMS) and/or work order systems (UT Works, Maximo, TMA, etc.)
• Inventory control experience.
• Experience providing administrative support in facilities management, maintenance operations, construction, warehouse, inventory, or similar operational environments.
• Experience managing inventory, including cycle counts, stock replenishment, materials tracking, and/or annual inventory audits.
• Experience working in a higher education, government, healthcare, or other complex institutional environment preferred.
• Demonstrated commitment to customer service with the ability to communicate effectively with employees, students, vendors, and campus partners.

Salary Range

$47,000+ depending on qualifications

Work Shift

• Monday - Friday 7:30AM – 4:00PM. Hours and days may vary depending on the needs of the unit.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Employment Eligibility

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act) and if this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.