Facilities Office Manager

LCU: Facilities Office Manager

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Facilities Office Manager

Functional Title: Facilities Office Manager

Classification: Hourly - non-exempt

Department: Facilities

Reports To: Director of Facilities

Primary Function: Responsible for the organization of office operations, procedures, and resources. Performs a variety of duties and tasks. Works closely with the Maintenance Supervisors while maintaining working relationships across campus and with vendors.

Major Duties:

• Answer the phone and take messages for the Facilities Director and Maintenance Supervisors.
• Assists the Facilities Director and Maintenance Supervisors with the budgets/expenditures as needed.
• Performs reception/secretarial duties for staff and is the voice of the Facilities Department (answering the phone, transferring calls, responding to email requests, writing, and mailing letters, proofing material for accuracy, greeting venders, etc.)
• Maintains spreadsheets for special/small projects to track funds spent as needed.
• Responds and submits all emails and phone requests as Work Orders, assigns to the appropriate technician, and then completes all work orders after work is completed.
• Submits work order to be done monthly.
• Prepare requisitions, submit quotes, and request purchase orders and checks for payment for all invoices received for Facilities and for Custodial that are received via mail and email.
• Per request will order supplies for the department via Amazon as needed.
• Submits interdepartmental charges and forwards on to the Business Office.
• Tracks fuel usage for facilities vehicles used on Campus and orders fuel as needed.
• Contacts exterminators for any pest control needed on Campus.
• Contacts elevator service for any issues that may arise on campus.
• Works on reconciliations for special projects, as asked, by the VP of Financial Services
• Keep track of who uses the credit card, collects invoices and prepares credit card expense reports for the Facilities Department and submits them to the Business Office for payments to be issued.
• Maintains and schedules all requests of the Virginia Bryant Park.
• Maintains both Facilities and Custodial payroll records. Verifies and submits holiday, vacation time and extra pay for those that are on-call. Works closely with the Maintenance Supervisors for accuracy.
• Supervise Student Workers for the office of Facilities.
• Performs miscellaneous job-related duties.
• Any other duties as assigned by Facilities Director

Job Requirements:

Knowledge, Skills and Abilities Required:

• Strong verbal and written communication skills.
• Ability to help students, faculty, and staff in a professional manner.
• Knowledge of spreadsheets.
• Strong ability to multitask and problem solve.
• Ability to adapt to changes in the work environment.
• The ability to maintain a high level of confidentiality is essential.

Education and Experience:

Graduation from high school or equivalent. Bachelor's degree preferred.

Physical Requirements:

While performing the essential duties of this job, the employee will be required to do the following:

• Be ambulatory around campus and in buildings.
• Required to regularly sit and stand.
• Frequently use wrist, hands and/or fingers to make small repetitive movements such as typing, distributing mail, and picking up small objects.
• Ability to talk frequently to convey detailed and/or important instructions or ideas accurately, loudly, or quickly.
• Be able to hear average or normal conversations and receive verbal information.
• Required to lift packages and/or move heavy objects, 25+lbs.

Disclaimer:

This job description is not intended to be all-inclusive; an employee will also perform other related job responsibilities as assigned by immediate supervisor and/or other management as required. LCU reserves the right to revise or change job duties, required skills or qualifications as the need arises. This job description does not constitute a written or implied contract of employment.

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