Widener University · 13 hours ago
Facilities Operations and Systems Coordinator
Chester, PA
Full-time
Hybrid
Mid, Senior Level
5+ years expWidener 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.
Higher Education
Responsibilities
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
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
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
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
Utilize computerized maintenance management system (CMMS) / work order systems and University platforms to track service delivery and operational data
Build, maintain, and continuously improve accurate building, space, and asset data sets within the work order system to support reliable reporting and long-term facilities planning
Generate routine and ad hoc reports related to work orders, response times, costs, asset performance, and service trends
Introduce, track, and maintain key performance indicators (KPIs) for the Facilities Management team, including service response times, backlog, and completion rates
Prepare KPI dashboards and summary materials for review during weekly Facilities Management team meetings
Develop and maintain capital projects and deferred maintenance databases
Support continuous improvement initiatives through the development and implementation of new policies, procedures, and workflows that enhance efficiency, data quality, and customer experience
Support facilities for operations across all three campuses, Chester, Harrisburg, and Delaware, as needed
Assist with special projects, peak-period operations, and departmental initiatives
Provide administrative coverage and operational support during absences or high-demand periods
Qualification
Required
Associate's degree in Business Administration, Facilities Management, Construction Management, or related field
Minimum of five (5) years of progressively responsible experience in facilities, operations support, administrative operations, or a related operational environment
Demonstrated experience coordinating with facilities technicians, supervisors, and multiple stakeholders to support daily operations
Hands-on experience administering and supporting a work order or CMMS system, including training users, maintaining accurate data, and generating reports
Experience building, maintaining, and validating facility, building, space or asset data within an operational system
Experience tracking operational metrics and supporting the use of key performance indicators (KPIs) to improve service delivery
Working knowledge of purchasing, invoicing, contract documentation, and vendor coordination
Experience supporting or coordinating permit applications and compliance documentation with municipal or regulatory agencies (e.g., City of Chester)
Proficiency in Microsoft Office (Outlook, Word, Excel, Teams) and ability to learn University systems (e.g., CMMS, Colleague)
Strong organizational, analytical, and problem-solving skills with the ability to manage multiple priorities and deadlines
Excellent written and verbal communication skills, including the ability to facilitate meetings and present operational data
Demonstrated ability to work effectively with a diverse campus community
Preferred
Bachelor's degree in Business Administration, Facilities Management, Construction Management, or related field
Experience in higher education setting working with faculty, staff, and students to provide excellent customer service
Familiarity with facilities-related permitting processes, building codes, or regulatory compliance
Experience supporting continuous improvement initiatives through the development of new policies, procedures, or workflows
Company
Widener University
Widener University is a school in Chester Heights.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Eric Behrens
Vice President for Library and Information Services, CIO
Jane Oeffner, PT, DPT, MBA
Director, Strategic Clinical Partnerships
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