Shenandoah University’s Office of Physical Plant is accepting applications for a Facilities Support Coordinator. This is a full-time benefited position located on our main campus in Winchester, Virginia.
The Facilities Support Coordinator will ensure the smooth and efficient operation of the facilities office by managing various administrative and operational tasks.
The Facilities Support Coordinator plays a pivotal role in maintaining an efficient, and productive work environment. This position will assist the Director of the Physical Plant and requires a proactive and detail-oriented individual who can effectively manage multiple responsibilities within a dynamic setting.

QUALIFICATIONS AND SKILLS:

• Bachelor’s degree (preferred), preferably in Facilities Management, Business Administration, or a related field.
• Proven experience in facilities coordination or a similar role.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Ability to work collaboratively with cross-functional teams.
• Familiarity with Microsoft Office, Google Suite, and Mac computers.
• Previous experience utilizing facility management software preferred.
• Understanding of the Procurement Process

Space Management

• Coordinate departmental furniture needs, including purchasing, rearrangement, and relocation of equipment. (Arrange furniture vendor meetings for measurement, renderings, and design planning, support departments seeking furniture by sharing resources and ordering for them, communicate with maintenance staff when furniture inquiries are placed by other departments.)
• Maintain up-to-date floor plans, blueprints, and building data to be shared with various stakeholders to support university facility enhancement. (Access, organize, and digitize blueprints, floor plans, and building data using Google drive and share with Buildings and Grounds, Res Life, outside vendors, and others to assist in their work or the continued expansion of the university. Assist in obtaining physical or digital copies of blueprints as necessary via Eberts.

Administrative Support

• Serve as a point of contact for facility-related inquiries and issues. (Manage phyplt@su.edu email, address phone calls and office visitors, handle new vendor interactions, represent department at meetings.)
• Assist in budget preparation and expense tracking for facility-related activities to help maintain accurate records. (Utilize Financial Management software on Hornet Hub, track purchase orders, request additional budget codes as needed.)
• Monitor work order software and coordinate job assignments to maintenance staff as needed. (Support Asset Essentials usage by maintenance staff, ensure timely job assignments, update work orders for requesters, add vendors, troubleshoot issues.)

Vendor Communications

• Establish and maintain relationships with suppliers and service providers. (Research and connect with vendors for necessary services, such as parking stripes, outdoor furniture, and terms and conditions for contracts.)
• Source and negotiate contracts for facility-related services and supplies. (Communicate with vendors to schedule visits and source products, such as furniture.)

Maintenance Coordination

• Liaise with external vendors, contractors, and service providers to ensure timely communication and payment. (Submit requisitions, track purchase orders, follow up to ensure completion, communicate changes on accounts.)
• Maintain accurate records of maintenance activities and contracts. (Organize contracts and service agreements on Google drive, communicate with vendors to obtain appropriate signatures and updates, file service completion documents.)

Space Management

• Coordinate departmental furniture needs, including purchasing, rearrangement, and relocation of equipment. (Arrange furniture vendor meetings for measurement, renderings, and design planning, support departments seeking furniture by sharing resources and ordering for them, communicate with maintenance staff when furniture inquiries are placed by other departments.)
• Maintain up-to-date floor plans, blueprints, and building data to be shared with various stakeholders to support university facility enhancement. (Access, organize, and digitize blueprints, floor plans, and building data using Google drive and share with Buildings and Grounds, Res Life, outside vendors, and others to assist in their work or the continued expansion of the university. Assist in obtaining physical or digital copies of blueprints as necessary via Eberts.)

Security and Safety

• Collaborate with the Department of Campus Safety to implement and maintain security protocols for buildings, grounds, and vehicles. (Ensure vehicle reservations have approved drivers and direct drivers needing approval to the correct procedures, maintain records of vehicles, registrations, and insurance claims, develop and reinforce communication procedures for DCS staff for on-call)
• Aid in the development and implementation of emergency response plans for the university in collaboration with relevant departments. (Communicate with Building Coordinators to provide pertinent information regarding fire alarm/sprinkler testing, water outages, etc., participate in training and expansion of Building Coordinators responsibilities.)

Event Coordination

• Coordinate and support facility-related events and meetings. (Schedule B&G Committee meetings and zoom sessions, arrange holiday/staff parties, reserve spaces for events through CourseDog.)
• Arrange necessary setups, catering, attendees, and audio-visual equipment as required. (Organize catering through Aramark or other vendors, send meeting emails, calendar and zoom invites, place OMC announcements, reserve rooms, arrange for AV support).

Data Support and Analysis

• Identify opportunities for areas of efficiency and improvement by reviewing work order data. (Utilize Asset Essentials to identify assets, track work orders, analyze data to help address staffing needs, end/beginning of year areas of improvement, and timely work order completion.)
• Collect and interpret data to present for university accreditation purposes. (Use WEAVE software to share data which supports university/department goals.)

Required Skills