Work Control Coordinator

DEPARTMENT: Facilities Office
BUDGETED HOURS PER WEEK: 40
REPORTS TO: Director

Position Summary:
Oversee the daily operations of the Facilities Department, ensuring smooth workflow management and effective office operations. This role includes managing public relations and human resources functions, ensuring alignment with departmental and national standards, and supporting staff to maintain a high level of operational efficiency.

Key Duties and Responsibilities:

  1. Work Control
  1. Manage the computerized work management system, prepare work orders and reports for supervisors or service technicians.
  2. Receive and process service requests via phone, email, radio, or in person.
  3. Prioritize requests, convert them into work orders, and assign appropriate personnel.
  4. Assist department supervisors or service technicians in locating or pricing parts and coordinating outsourced services as needed.
  5. Administer the purchase order system, audit purchase orders, match invoices to work orders, and assign codes to department budgets.
  6. Complete and maintain reports related to benefits, workers' compensation, EEOC SDS sheets, and DOL requirements.
  7. Prepare and maintain incident reports, including OSHA-required documentation.
  8. Complete and manage DOT paperwork and collaborate with the transportation director to schedule vehicle maintenance, oil changes, and registrations for campus fleet vehicles.
  9. Perform other duties as required.
  1. Office Management
  1. Manage incoming communications, including email, phone calls, and serving as the primary point of contact for all departments.
  2. Handle paper mail, file documents, make copies, and process mail packages.
  3. Develop and distribute internal communications regarding upcoming events and activities, as well as updated policies and procedures.
  4. Order office supplies, maintain records, arrange appointments, and prepare reports.
  5. Provide word processing and administrative support to department staff.
  6. Ensure the smooth operation of daily office activities.
  7. Perform other tasks as assigned.
  1. Human Resources
  1. Administer time tracking for all departments, process timecards, and track overtime; prepare payroll reports for submission.
  2. Maintain records for employee leave, including personal, catastrophic sick leave, and holiday time.
  3. Manage personnel records, including employment applications and documentation.
  4. Review and file personnel action forms, updating relevant changes in benefits, retirement, and compensation.
  5. Conduct new employee orientations, including a review of policies, benefits, college procedures, and initial safety training.
  6. Assist in recruitment and selection by coordinating with department supervisors, posting job openings, and handling initial inquiries.
  7. Perform other duties as assigned.

Required Skills and Knowledge:

  • Comprehensive knowledge of office operations, reporting, and correspondence management.
  • Familiarity with facilities maintenance functions.

Skills:

  • Ability to understand, interpret, and follow both written and verbal instructions.
  • Excellent oral and written communication skills.
  • Capable of reading and understanding correspondence and memoranda.
  • Strong decision-making skills and sound judgment.
  • Ability to remain calm under pressure in high-stress situations.
  • Flexibility to adapt quickly to changing work requirements.
  • Ability to build and maintain positive working relationships with employees, faculty, staff, vendors, contractors, and the public.
  • Discretion in maintaining confidentiality.
  • Proficient in Microsoft Word, Excel, Outlook, and using office equipment such as copy machines and two-way radios.

Physical Requirements:

  • Ability to lift objects weighing up to 20 pounds.
  • Ability to sit for extended periods.

Minimum Qualifications:

  • Two years of office or administrative assistant experience.

Education:

  • High school diploma or equivalent.

Licenses/Certifications:

  • Valid driver's license.

This is an excellent opportunity for an organized and proactive individual to play a key role in the Facilities Department’s operations. If you have a background in office management and are ready to contribute to a dynamic team, we encourage you to apply.

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