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POSITION OBJECTIVE
Facilities Office Coordinator serves as a central administrative and financial resource for the Campus Planning and Facilities Management (CPFM) division. The purpose of the role is to align facilities operations with university administration by coordinating financial transactions, maintaining compliance documentation, and ensuring streamlined communication across the division. Key responsibilities include coordinating the procurement and reconciliation lifecycle, administering utility and operational data systems, and supporting vendor governance. This position provides the essential organizational support that allows technical units to focus on their core functions while ensuring all activities meet the institution’s standards for fiscal responsibility and policy compliance.
ESSENTIAL FUNCTIONS
Coordinate the end-to-end procurement and accounts payable lifecycle for the division by executing requisition entries, tracking blanket Purchase Orders, and ensuring the timely submission of approved invoices. Administer all related financial activities, such as preparing journal entries, processing payment requests, and conducting meticulous reconciliations of departmental financial logs, budget reports, and Pcard statements. Maintain comprehensive, audit-ready financial records by implementing rigorous documentation practices and regularly reviewing transactions for accuracy and compliance with university policies. Proactively identify and address potential budgetary discrepancies, collaborating with relevant stakeholders to resolve issues and prevent financial errors. Enable and support overall controllership through careful cost reviews and analysis, identifying any opportunities for improvement. Through these efforts, this position acts as a critical safeguard for the department’s financial integrity, supporting fiscal stewardship and ensuring the division’s ongoing compliance with institutional standards. (40%)
Administer all departmental HR workflows within the HCM system, including coordinating job postings, scheduling interviews, and verifying timesheet reconciliations to ensure accuracy and compliance with university policies. Leverage strong problem-solving skills to resolve discrepancies in HR data, interpret policy nuances, and address unique personnel scenarios as they arise. Demonstrate excellent interpersonal and communication skills by interacting professionally with candidates and staff. Foster a collaborative and welcoming environment, responding to sensitive inquiries with discretion and providing clear guidance on HR procedures. (20%)
Utilize comprehensive knowledge of university risk management policies and procedures to administer the vendor onboarding and compliance process. Apply strong problem-solving skills to thoroughly verify insurance certificates and workers’ compensation documentation, proactively identifying and resolving any compliance gaps to mitigate institutional risk. Demonstrate a high level of accountability by ensuring all vendor records are accurate, up-to-date, and fully compliant with university requirements. Serve as the central point of contact for all CPFM insurance claims, leveraging excellent interpersonal and organizational skills to coordinate communication among vendors, university departments, and external partners. Diligently organize and manage all necessary documentation, facilitating effective and timely claim resolutions while maintaining confidentiality and professionalism throughout the process. Facilitate the execution of service contracts through digital platforms such as DocuSign, ensuring each contract is processed efficiently and in accordance with legal, safety, and compliance standards. Maintain meticulously organiz
