Work Control Specialist

utaustin; Austin (TX); On-site; USD 42,000 - 60,000; Full time

Benefits offered by this job

Health benefits

Paid time off

Retirement plan

Tuition assistance

Job summary

UT Austin is seeking a Work Control Specialist in Austin, TX to support the Facilities Services department. Responsibilities include processing electronic key requests, issuing and returning keys, handling inquiries, and maintaining accurate records.

The role requires adherence to security policies and strong customer service, organizational, and multitasking skills. The position involves coordinating service requests, assisting with UTWorks submissions, and occasional overtime for department

Qualifications

• High school graduation or GED.
• Three years of experience in a work order control environment.
• One year of intermediate experience using an integrated work order management system.
• Two years of above-average data entry experience with high accuracy.
• Two years of intermediate Microsoft Word, Outlook, and Excel experience.
• Excellent customer service, organizational, and time-management skills.
• Must possess a Class 'C' Texas Driver's License.

Responsibilities

• Process incoming electronic key requests with accuracy and completeness.
• Issue keys at the customer service counter following security policies.
• Receive and process returned keys from customers.
• Answer incoming phone calls and assist with questions and requests.
• Maintain key system records and prepare keys for deliveries and requests.
• Process Facilities Services service requests and assist with UTWorks submissions.
• Escalate critical issues and maintain detailed work order documentation.
• Operate UT-owned vehicles safely.
• Collaborate with other departments and assist with special projects.

Skills

Customer service

Time management

Organizational skills

Multitasking

Adaptability

Team collaboration

Education

High school diploma

Bachelor's degree in business administration

Tools

Integrated work order system

Microsoft Word

Microsoft Outlook

Microsoft Excel

Job description

Job Posting Title: Work Control Specialist

Hiring Department: Facilities Services

Position Open To: All Applicants

Weekly Scheduled Hours: 40

FLSA Status: Non-Exempt from FLSA

Earliest Start Date: Immediately

Position Duration: Expected to Continue

Location: AUSTIN, TX

Job Details

General Notes

You’ll be working for a university that is internationally recognized for our academic programs and research. Your work will make a difference in the lives of staff, thereby enhancing the student experience. If you’re the type of person who wants to know your work has meaning and impact, you’ll like working in our department and for UT Austin. UT Austin provides an outstanding benefits package including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)
• Voluntary Vision, Dental, Life, and Disability insurance options
• Generous paid vacation, sick time, and holidays
• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds
• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred Compensation program 457(b)
• Flexible spending account options for medical and childcare expenses
• Robust free training access through LinkedIn Learning plus professional conference opportunities
• Tuition assistance
• Expansive employee discount program including athletic tickets
• Free access to UT Austin's libraries and museums with staff ID card
• Free rides on all UT Shuttle and Austin CapMetro buses with staff ID card

For more details, please see: https://hr.utexas.edu/prospective/benefits and https://hr.utexas.edu/current/services/my-total-rewards.

Purpose

To assist university departments with compliance efforts put in place by the new key control and accountability policy; adhere to new and established standard operating procedures in order to meet operational requirements.

Responsibilities

• Process incoming electronic key requests, checking requests for accuracy and completeness.
• Issue keys at the customer service counter while adhering to key security policies.
• Receive and process returned keys from customers.
• Answer incoming phone calls and assist with questions and client requests.
• Maintain key system records, verify key bitting accuracy, manage filing systems for accurate record retention and retrieval, and prepare keys for satellite campus courier deliveries and contractor key requests.
• Receive and process Facilities Services service requests through the electronic work order system, assist customers with UTWorks submissions, conduct follow-up communications as needed, identify and escalated critical issues and maintain a high level of accuracy and attention to detail in all aspects of customer service and work order documentation.
• Work in a fast-paced environment while maintaining a superior level of customer service, cooperation, and collaboration. Requires initiative to work independently and as a team member, and follow standard operating procedures. Ability to accept constructive feedback as necessary.
• Establish and maintain rapport with university building managers, campus clients, and internal staff. Represent the department at outreach meetings as assigned.
• Represent Lock & Key Services on special projects and departmental initiatives, including key audits and reporting activities.
• Safely operate UT-owned vehicles.
• Other related duties will be assigned, including working with other departments within the Facilities Planning and Management portfolio. Occasional overtime may be required to support organizational goals and objectives. Will push, pull, and lift.

Required Qualifications

• High school graduation or GED.
• Three years of experience in a work order control environment.
• One year of intermediate experience using an integrated work order management system.
• Two years of above-average experience with data entry with a high degree of accuracy.
• Two years of intermediate experience using Microsoft Word, Outlook, and Excel.
• Excellent customer service, organizational, and time-management skills, along with the ability to manage multiple projects and competing priorities concurrently.
• Adaptability for learning new software and processes.
• Must possess and maintain a Class "C" Texas Driver's License.
• If not currently a Texas resident, must obtain a Texas driver's license within 30 days after entering Texas as a new resident.
• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Bachelor's degree in business administration or similar.
• More than three years of broad-based experience in a Lock & Key Services type operation.
• More than one year of experience using an integrated work order management system.
• Two or more years of above-average experience with data entry with a high degree of accuracy.
• More than two years of experience using Microsoft Word, Outlook, and Excel.
• Experience with direct customer