Facilities Maintenance Office Manager

Facilities Maintenance Office Manager - Thomas University

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Home > Facilities Maintenance Office Manager

Facilities Maintenance Office Manager

Position Title: Facilities Maintenance Office Manager

Department: Facilities / Maintenance

Reports To: Facilities Director or Maintenance Supervisor

Employment Type: Full-Time

Position Summary

The Facilities Maintenance Office Manager oversees the administrative, scheduling, and operational functions that support the facilities and maintenance team. This role is responsible for organizing work orders, coordinating service requests, managing vendor communications, maintaining compliance documentation, monitoring budgets, and ensuring that the maintenance department runs efficiently. The Office Manager serves as a hub between technicians, leadership, contractors, and internal departments.

Key Responsibilities

Administrative & Office Operations

• Manage day‑to‑day administrative functions of the facilities and maintenance office.
• Maintain departmental records, asset logs, equipment manuals, maintenance schedules, and compliance files.
• Prepare internal reports, memos, correspondence, and meeting minutes.
• Oversee office supply inventory and equipment.

Work Order & Scheduling Coordination

• Receive, prioritize, and assign work orders to maintenance technicians.
• Track work order status and ensure timely completion and documentation.
• Schedule routine inspections, preventative maintenance tasks, and vendor services.
• Maintain a digital CMMS (Computerized Maintenance Management System), if applicable.

Vendor & Contractor Management

• Serve as the point of contact for outside contractors and service providers.
• Obtain quotes, prepare purchase requests, and assist with vendor selection.
• Coordinate facility access, safety requirements, and scheduling for contractor work.
• Verify invoices, service reports, and contract compliance.

Financial & Budget Support

• Assist with budget tracking, expense reporting, and departmental forecasting.
• Prepare purchase orders, process invoices, and reconcile billing discrepancies.
• Monitor spending for supplies, equipment, and contracted services.

Compliance & Safety Support

• Maintain documentation for inspections, permits, and regulatory compliance.
• Assist with safety training documentation, incident logs, and audit preparation.
• Support the implementation of safety procedures and facility standards.

Communication & Coordination

• Act as a central communication hub for maintenance staff, building occupants, leadership, and vendors.
• Communicate updates regarding repairs, scheduled outages, and facility events.
• Provide excellent customer service and timely response to facility-related inquiries.

Team Support

• Assist with onboarding of new maintenance staff.
• Support supervisor(s) with scheduling, timesheets, and performance documentation.
• Coordinate department meetings, training sessions, and project timelines.

Qualifications

Required:

• High school diploma or GED; Associate's degree in Business, Facilities Management, or related field preferred.
• 2-4 years of administrative or office management experience.
• Strong organizational, communication, and multitasking abilities.
• Proficiency in Microsoft Office (Word, Excel, Outlook) or similar tools.
• Ability to manage sensitive information and work in a fast-paced environment.

Preferred:

• Experience in facilities management, maintenance operations, property management, or construction environment.
• Familiarity with CMMS systems (e.g., Fiix, eMaint, MPulse, Maintenance Connection).
• Knowledge of procurement processes and vendor management.

Key Competencies

• Attention to detail
• Problem-solving and initiative
• Strong communication skills
• Customer service orientation
• Time management and prioritization
• Understanding of facility and maintenance workflows

Working Conditions

• Standard office environment within a facilities or maintenance department.
• Occasional interaction in industrial, mechanical, or outdoor areas as required.
• May require occasional overtime during emergencies or high-demand periods.

To apply, please complete the application at https://apply.appone.com/job/69c691982255c77ba50f6fa4

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