Facilities Coordinator

Chicago, IL

Posted: 10/22/21
Deadline: 12/15/21

About This Organization

Columbia College Chicago is an acclaimed undergraduate and graduate institution that provides a comprehensive education in the arts, communications and public relations. We constantly aim to reach our full potential as an educational innovator, incubator of new creative practice and generator of real-world success for young creatives. We are located in the heart of Chicago, across the street from historic Grant Park, and housed in some of the most iconic buildings in the South Loop.

Job Duties

Columbia College Chicago a private urban institution of over 6,000 undergraduate and graduate students, four-year College offering a distinctive curriculum that blends liberal arts, creative and media arts and business is currently searching for a Facilities Coordinator.


The Facilities Coordinator position will report to the Contracts and Administrative Operations Manager and provide primary support for the 360-work order system, be responsible for office administration, and manage routine contracts, financial reconciliations, and special projects. This Facilities Coordinator will play a key role in ensuring the smooth operations of the department by providing a high level of customer service to the campus community and develop and maintain communication tools for the department.


Contract and Finance Responsibilities

Support procurement and finance processes for the department by entering purchase orders, processing invoices for payment, and reconciling the department purchase card.
Initiate budget transfers and set up of new projects.
Handle PeopleSoft entries (and research) of operating, building and capital expenses.
Compile current and historical financial data and spending trends to assist the department in projecting the year end budget performance.
Assist with inventory set up and tracking.
Maintain contract, purchase order, and invoicing tracking tools, checklists, and standard operating procedures.
Provide contract management for routine services, for example, but not limited to pest control, window washing, paper shredding, and trash and recycling pick-up.

Office Administrative Responsibilities

Coordinate and manage the daily operations within Facilities and Operations.
Establish and maintain digital and paper filing systems to track and archive sensitive and confidential correspondence, meeting notes and project files. Ensure contracts, invoices, amendments, and change orders are properly filed.
Support the Engineering and Support Services teams’ procurement needs through product and market research. Complete the necessary paperwork to facilitate purchases per the College’s Procurement Policy.
Coordinate ID card issuance and renewals for staff and contractors with IT and Security.
Support key requests and issuance to campus community.
Maintain and order office supplies and equipment; keep breakroom in an orderly fashion.
Maintain general knowledge of the workings of the College and the overall operations of the Facilities and Operations.
Answer the Facilities main phone line and ensure accurate and timely processing of requests, providing professional, prompt and courteous service.
Assist with scheduling, coordination and administration of department activities, projects, various department functions, events, and meetings including taking meeting minutes for department meetings as requested. Create meeting agendas and presentations as assigned.
Develop and maintain department website, SharePoint, and other communication tools to better serve the campus community.

Work Order System Administration

Manage the lifecycle of the 360-work order system, including monitoring, prioritizing, triaging, and assigning 360 work order requests to the Engineering and Support Services teams.
Review proposals tied to work order requests and move proposals for approval and purchase order. Communicate purchase order and invoice status to contractors. Finalize payment and close out 360 requests.
Effectively communicate and/or escalate issues to supervisor and senior leadership as needed for resolution.
Provide updates to properly account for inventory.
Run reports; provide insight into key performance indicators and areas for improvement.
Manage and respond in a timely manner to the general email, main department phone line and work order requests.

Special Projects

Lead special projects that support the operational efficiency of the department. Create project calendars, task lists, set up coordination meetings, and manage project from inception to close-out. These projects may be related to recordkeeping, inventory control, special supplies, etc.
Perform other special projects and other duties as assigned or required.

Required Qualifications

Bachelor’s degree required and three to five years of experience in facilities coordination, business operations, and/or office management and administrative support.
Experience compiling and analyzing data and preparing reports.
Experience with a work order or ticketing system preferred.
Experience in contract management preferred.
Ability to prioritize tasks, process documents with careful attention to detail, and meet deadlines.
A strong command of MS Office Suite (Word, Excel, Outlook and PowerPoint) required.
Experience in developing and maintaining communication tools.
Excellent oral and written communication skills.
Ability to interact well with all levels of the college and external parties.
High level of integrity in dealing with confidential and sensitive matters.
Ability to respond well under pressure and manage multiple projects concurrently.
This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee and is subject to change based on the needs of the department.

At Columbia, we offer a rewarding work environment for our faculty and staff. We take pride in offering competitive benefits with affordable health, dental and vision coverage; flexible spending accounts; commuter benefit program, life and accidental, death & dismemberment coverage; paid and unpaid leave options; work/life benefits; educational assistance programs; and retirement and financial planning benefits.

We invite you to join our talented faculty and staff and become part of our collective aspiration to ensure Columbia prepares students for success in their creative fields through innovation, engagement and real-world experiences.

Additional Information

Position subject to a background screening.
This is a union position.
This position is overtime eligible.
Qualified candidates of diverse backgrounds are encouraged to apply.

Columbia College Chicago is an equal opportunity employer and complies with all local, state, and federal laws and regulations concerning civil rights. The college does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, disability, protected veteran status, genetic information, or other protected classes under the law.