Facilities Office Manager
Facilities Office Manager
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1 Vacancy
Job Description
The Facilities Office Manager is a key administrative and financial leader for the Facilities Services department. This role is responsible for the effective management and administration of the departments financial operations including purchasing budgeting reporting and forecasting. This person also serves as the office manager ensuring the efficient and timely performance of all administrative functions including service request management. This position is a crucial point of contact for internal communication keeping the campus community informed of outages repairs and other facilities-related issues.
Key Responsibilities:
I. Financial Management
- Budgeting:
- Assist in the creation of the annual budget for the Facilities Services department including expenditures for various accounts (e.g. Physical Plant housekeeping Power Plant utilities and outside support services).
- Prepare budgets for programmed expenditures in campus residential buildings.
- Create income budgets for departmental redistributed charges and motor pool incomes.
- Expenditure Management:
- Serve as the primary financial advisor for the department.
- Review and approve all departmental purchases of materials supplies and payments to contractors and vendors.
- Review monthly expenditures providing comparison reports to projections for the Senior Director and other facilities staff.
- Oversee and approve all charges forwarded to the Accounting Department including facility use rentals real estate management charges student damage reimbursements and motor pool mileage charges.
- Project and Cost Tracking:
- Provide status updates and detailed cost records for all projects and work performed by contractors.
II. Office and Staff Management
- Office Operations:
- Manage the day-to-day functions of the Facilities Services office which serves as the central reception point for all campus-wide facility and grounds repair requests.
- Ensure the efficient and timely processing of work requests and timekeeping tasks by supporting clerical and classified staff.
- Staff Leadership:
- Plan establish and control work assignments for all office personnel including part-time student staff.
- Train and evaluate office staff to ensure a high standard of performance.
- Data and Record Management:
- Maintain and manage critical departmental records and databases including:
- The Universitys facility maintenance costs square footage and property taxes.
- Contractor and vendor liability records and payment information.
- Gasoline credit card charges and vehicle mileage.
- Employee timecard documentation including overtime and double-time.
- CMMS (Computerized Maintenance Management System) and cost accounting records.
- Utility usage and cost records.
- A comprehensive catalog of campus blueprints and drawings.
- Communication:
- Serve as the primary point of contact for communicating with the university community about facilities activities.
- Inform the community about repairs outages and other issues that may disrupt normal activities.
- Provide weekly updates on departmental happenings and progress.
Qualifications:
- Experience:Proven experience in a similar administrative or office management role preferably in a facilities management environment. Experience with budget management financial tracking and vendor relations is essential.
- Skills:
- Exceptional organizational skills with a strong attention to detail.
- Excellent communication skills both written and verbal with the ability to serve as a liaison between staff contractors and the broader university community.
- Strong leadership and supervisory skills with the ability to train and manage staff effectively.
- Proficiency with financial software enterprise resource planning (ERP) systems and CMMS (Computerized Maintenance Management System).
- Ability to work independently and manage multiple complex tasks simultaneously.
- Problem-solving and analytical skills to assist with financial forecasting and resource prioritization.
NOTE: Employment sponsorship is not available for this position. Applicants must be currently authorized to work in the United States.
What We Offer:
Ohio Wesleyan University offers a rewarding place to work!
To discover why OWU should be your next work home visitour website. Learn more about our benefits atDiscover our Benefits. As an equal opportunity institution we do not discriminate on any basis including: race religion color culture national origin sex and/or sexual orientation gender gender identity and/or expression age marital status veteran status disability status economic barriers or any other legally protected factor.
Required Experience:
IC
Employment Type
Full-Time
