Operations Coordinator

Operations Coordinator

The Operations Coordinator provides administrative, inventory, and procurement support for Facilities Operations to ensure the efficient functioning of maintenance and inventory systems, accurate work order and labor management, timely purchasing and vendor coordination, and exceptional customer service. Serves as a key resource for facilities staff by supporting operational processes, maintaining inventory integrity, coordinating procurement activities, and assisting with technology and systems used to support maintenance operations.

Responsibilities

• Provide comprehensive administrative support to the assigned facilities shop(s). Greet guests/vendors and answer the main phone line. Make appointments, schedule meetings, and reserve rooms. Read, answer, compose, and edit correspondence. Perform substantial data auditing and management to complete work orders, checking for staff labor, technician notes, and materials before closing. This includes approving technician timesheets daily, checking corresponding student billable phases for correct user-defined fields, and monitoring to ensure the timely closure of work order phases. Pick up and distribute mail and copier output. Support and contribute to systems assessment for changes and deliver training to staff as needed, resolving issues for technicians regarding UT Works and technician iPads.
• Oversee daily inventory management. Independently process all inventory-related activity, identifying errors and making corrections. Collaborate directly with Facilities Leadership and staff to make corrections. Track and control the flow of materials to ensure availability when needed. Responsible for monitoring stock levels, forecasting demand, and optimizing replenishment. Facilitate annual inventory by using UT Works to prepare for the annual cycle count, including generating reports and routing as needed. Audit count reports to identify items needing further review and manage corrections, submitting them when complete.
• Prepare and submit requisitions for purchase orders. Monitor warehouse stock and initiate procurement activity to replenish stock, ensuring parts are active in UT Works and establishing the correct unit of measure for materials ordered. Serve as the primary point of contact for vendor communication. Confirm the accuracy of purchases, correct invoices, and route them to Accounts Payable with payment approval.
• Provides quality customer service for internal and external customers. Act as the primary contact for the uniform company, checking invoices for accuracy before routing for payment and ordering new or replacement uniforms, following up until received. This may include the pick-up and delivery of materials. Provides backup to staff supporting other facilities shops. Perform other duties as assigned.

Required Qualifications

• Bachelor's Degree in business administration, operations management, or a related field.
• At least 3 years experience coordinating or administering a program.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience using computerized maintenance management systems (CMMS) and/or work order systems (UT Works, Maximo, TMA, etc.)
• Inventory control experience.
• Experience providing administrative support in facilities management, maintenance operations, construction, warehouse, inventory, or similar operational environments.
• Experience managing inventory, including cycle counts, stock replenishment, materials tracking, and/or annual inventory audits.
• Experience working in a higher education, government, healthcare, or other complex institutional environment preferred.
• Demonstrated commitment to customer service with the ability to communicate effectively with employees, students, vendors, and campus partners.

Salary Range $47,000+ depending on qualifications

Work Shift Monday - Friday 7:30AM 4:00PM. Hours and days may vary depending on the needs of the unit.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

The University of Texas at Austin Staff