Facilities Operations and Systems Coordinator in Chester

Widener University is currently seeking a mid-level Facilities Operations & Systems Coordinator to provide comprehensive administrative, operational, and customer service support to the Facilities Management team across multiple campuses. This role serves as a central point of coordination for work order management, vendor and invoice processing, scheduling, and communication with students, faculty, staff, and external partners. The position bridges daily operational support and higher-level administrative functions, ensuring efficient service delivery, accurate documentation, and positive customer experience.

The Facilities Operations & Systems Coordinator will manage the daily maintenance, safety, and operational efficiency of campus buildings and infrastructure across Widener's three campuses (Chester, PA, Wilmington, DE, and Harrisburg, PA). Key responsibilities include administering the Computerized Maintenance Management System (CMMS) for work orders, coordinating vendor contracts, and ensuring compliance with safety standards. This role entails comprehensive troubleshooting of HVAC, electrical, and security systems, ensuring reliable operation within academic facilities.

DUTIES AND RESPONSIBILITIES (including, but not limited to):

• Facilities Operations & Work Order Management
  • Manage the facilities work order system, including intake, prioritization, assignment, tracking, and closeout of maintenance and repair requests.
  • Coordinate daily maintenance activities with directors, assistant directors, supervisors, and technicians, ensuring clear communication of priorities and expectations.
  • Serve as the primary liaison between administrative operations and Facilities technicians regarding work order status, scheduling, and documentation requirements.
  • Provide training, guidance, and ongoing support to Facilities technicians and supervisors on the use of the work order system and related processes.
  • Monitor urgent and emergency work orders and ensure timely follow-up.
  • Establish and facilitate a recurring work order review session as part of the weekly Facilities Management team meeting to review open items, trends, and service levels.
  • Maintain accurate records of completed work, labor, materials, and costs.
• Administrative & Financial Support
  • Prepare purchase requisitions, blanket purchase orders, and service requests in accordance with University policies.
  • Assist with department equipment and supplies purchasing to ensure best value for the University.
  • Process and track a high volume of invoices; coordinate with vendors and Finance to ensure accurate and timely payment.
  • Maintain organized files for vendor contracts, warranties, capital projects, and service agreements.
  • Serve as the Facilities contact for signage requests, orders, and approvals.
  • Assist with departmental budgeting, billing coordination, and financial reporting.
• Vendor & Contract Coordination
  • Serve as a point of contact for vendors and contractors regarding scheduling, documentation, and invoicing.
  • Support contract administration by coordinating required documentation, approvals, and compliance materials.
  • Maintain vendor and project databases and assist with request for quote (RFQ)/ request for proposal (RFP) processes as assigned.
  • Coordinate the facilities permit application process with the City of Chester and other applicable authorities, including preparation, submission, tracking, and documentation of required permits and approvals.
  • Serve as liaison between Facilities Management, project managers, contractors, and municipal agencies to support timely permit review and issuance.
• Customer Service & Communication
  • Serve as a primary customer service contact for facilities-related requests from students, faculty, staff, and external partners.
  • Communicate work order status, service timelines, outages, and facility-related updates to campus constituents.
  • Respond professionally to inquiries and assist in resolving service concerns.
• Data, Reporting & Systems
  • Utilize computerized maintenance management system (CMMS) / work order systems and University platforms to track service delivery and operational data.
  • Build, maintain, and continuously improve accurate building, space, and asset data sets within the work order system to support reliable reporting and long-term facilities planning.
  • Generate routine and ad hoc reports related to work orders, response times, costs, asset performance, and service trends.
  • Introduce, track, and maintain key performance indicators (KPIs) for the Facilities Management team, including service response times, backlog, and completion rates.
  • Prepare KPI dashboards and summary materials for review during weekly Facilities Management team meetings.
  • Develop and maintain capital projects and deferred maintenance databases.
  • Support continuous improvement initiatives through the development and implementation of new policies, procedures, and workflows that enhance efficiency, data quality, and customer experience.
• Cross-Campus & Departmental Support
  • Support facilities for operations across all three campuses, Chester, Harrisburg, and Delaware, as needed.
  • Assist with special projects, peak-period operations, and departmental initiatives.
  • Provide administrative coverage and operational support during absences or high-demand periods.

MINIMUM QUALIFICATIONS (education/training and experience required):

• Associate's degree in Business Administration, Facilities Management, Construction Management, or related field.
• Minimum of five (5) years of progressively responsible experience in facilities, operations support, administrative operations, or a related operational environment.
• Demonstrated experience coordinating with facilities technicians, supervisors, and multiple stakeholders to support daily operations.
• Hands-on experience administering and supporting a work order or CMMS system, including training users, maintaining accurate data, and generating reports.
• Experience building, maintaining, and validating facility, building, space or asset data within an operational system.
• Experience tracking operational metrics and supporting the use of key performance indicators (KPIs) to improve service delivery.
• Working knowledge of purchasing, invoicing, contract documentation, and vendor coordination.
• Experience supporting or coordinating permit applications and compliance documentation with municipal or regulatory agencies (e.g., City of Chester).
• Proficiency in Microsoft Office (Outlook, Word, Excel, Teams) and ability to learn University systems (e.g., CMMS, Colleague).
• Strong organizational, analytical, and problem-solving skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills, including the ability to facilitate meetings and present operational data.
• Demonstrated ability to work effectively with a diverse campus community.

Preferred:

• Bachelor's degree in Business Administration, Facilities Management, Construction Management, or related field.
• Experience in higher education setting working with faculty, staff, and students to provide excellent customer service.
• Familiarity with facilities-related permitting processes, building codes, or regulatory compliance.
• Experience supporting continuous improvement initiatives through the development of new policies, procedures, or workflows.

PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS:

• Primarily office-based with frequent interaction via phone, email, and in-person.
• Occasional walking between campus buildings and climbing stairs.
• May require flexibility in work hours during peak periods, emergencies, or special events.

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law. Widener University is committed to fostering an inclusive community in which faculty, staff, and students from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive. We are an equal opportunity employer and are committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity, genetic information, or status as a protected veteran.

Some positions may be eligible for a hybrid or remote work arrangement that may include a partially or fully remote work location, consistent with Widener's Flexible Work policy.

Widener University, an independent, metropolitan, doctoral-intensive university, connects curricula to social issues through civic engagement. Dynamic teaching, active scholarship, personal attention and experiential learning are key components of the Widener Experience. Located in Chester, PA, Widener's main campus is nestled between Philadelphia, PA and Wilmington, DE, with Law Schools located in both Harrisburg and Wilmington.