Facilities Operations and Systems Coordinator

Facilities Operations and Systems Coordinator

Apply now Job no: 493339
Work type: Full-time (hourly)
Location: Chester
Categories: Administrators

Widener University is currently seeking a mid-level Facilities Operations & Systems Coordinator to provide comprehensive administrative, operational, and customer service support to the Facilities Management team across multiple campuses. This role serves as a central point of coordination for work order management, vendor and invoice processing, scheduling, and communication with students, faculty, staff, and external partners. The position bridges daily operational support and higher-level administrative functions, ensuring efficient service delivery, accurate documentation, and positive customer experience.

The Facilities Operations & Systems Coordinator will manage the daily maintenance, safety, and operational efficiency of campus buildings and infrastructure across Widener’s three campuses (Chester, PA, Wilmington, DE, and Harrisburg, PA). Key responsibilities include administering the Computerized Maintenance Management System (CMMS) for work orders, coordinating vendor contracts, and ensuring compliance with safety standards. This role entails comprehensive troubleshooting of HVAC, electrical, and security systems, ensuring reliable operation within academic facilities.

Facilities Operations & Work Order Management

• Manage the facilities work order system, including intake, prioritization, assignment, tracking, and closeout of maintenance and repair requests.
• Coordinate daily maintenance activities with directors, assistant directors, supervisors, and technicians, ensuring clear communication of priorities and expectations.
• Serve as the primary liaison between administrative operations and Facilities technicians regarding work order status, scheduling, and documentation requirements.
• Provide training, guidance, and ongoing support to Facilities technicians and supervisors on the use of the work order system and related processes.
• Monitor urgent and emergency work orders and ensure timely follow-up.
• Establish and facilitate a recurring work order review session as part of the weekly Facilities Management team meeting to review open items, trends, and service levels.
• Maintain accurate records of completed work, labor, materials, and costs.

Administrative & Financial Support

• Prepare purchase requisitions, blanket purchase orders, and service requests in accordance with University policies.
• Assist with department equipment and supplies purchasing to ensure best value for the University.
• Process and track a high volume of invoices; coordinate with vendors and Finance to ensure accurate and timely payment.
• Maintain organized files for vendor contracts, warranties, capital projects, and service agreements.
• Serve as the Facilities contact for signage requests, orders, and approvals.
• Assist with departmental budgeting, billing coordination, and financial reporting.

Vendor & Contract Coordination

• Serve as a point of contact for vendors and contractors regarding scheduling, documentation, and invoicing.
• Support contract administration by coordinating required documentation, approvals, and compliance materials.
• Maintain vendor and project databases and assist with request for quote (RFQ)/ request for proposal (RFP) processes as assigned.
• Coordinate the facilities permit application process with the City of Chester and other applicable authorities, including preparation, submission, tracking, and documentation of required permits and approvals.
• Serve as liaison between Facilities Management, project managers, contractors, and municipal agencies to support timely permit review and issuance.

Customer Service & Communication

• Serve as a primary customer service contact for facilities‑related requests from students, faculty, staff, and external partners.
• Communicate work order status, service timelines, outages, and facility‑related updates to campus constituents.
• Respond professionally to inquiries and assist in resolving service concerns.

Data, Reporting & Systems

• Utilize computerized maintenance management system (CMMS) / work order systems and University…