Building Support Specialist

Job Description

Job Description

PURPOSE:

We are looking for a highly organized and detail-oriented Building Support Specialist to join our team. This position will provide essential support in requisition management, work orders processing, purchasing processes, budget tracking, pay applications, Event Coordination and other administrative duties. The ideal candidate will have a strong understanding of business operations and be capable of managing multiple tasks efficiently while ensuring accurate and timely execution of processes.

ESSENTIAL JOB FUNCTIONS:

• Oversee and manage requisition requests, ensuring they are processed in a timely manner and in accordance with company policies.
• Receive, prioritize, and manage work orders related to building maintenance and repairs. Ensure timely completion of tasks and follow up on the status of open work orders.
• Act as the primary point of contact for service calls, responding to facility-related issues, troubleshooting problems, and coordinating with relevant teams or vendors for resolution.
• Coordinate logistics for campus events, including scheduling space, arranging equipment, and ensuring the facilities are set up to meet event requirements. Work with internal teams to ensure events run smoothly and meet expectations.
• Maintain accurate and detailed records of all facilities operations, including project tracking, budgeting, and financial transactions.
• Facilitate and manage the purchasing process from initiating purchase orders to ensuring timely delivery of goods and services.
• Ensure vendor compliance and assist in managing vendor relationships.
• Assist with budget tracking and reconciliation, ensuring that all expenses are accurately recorded and aligned with budgeted allocations.
• Support the preparation and submission of pay applications, ensuring that invoices and payment requests are accurate and processed promptly.
• Coordinate with internal teams and external vendors to ensure smooth procurement of necessary materials, equipment, and services.
• Ensure all procurement and payment processes comply with company policies and regulations.
• Maintain accurate documentation of transactions, contracts, and vendor agreements.
• Track and maintain records of requisitions, purchases, and budgets.
• Generate reports to provide management with insight into spending trends and any potential budget discrepancies.
• Suggest and implement improvements to enhance efficiency within business support processes, particularly in procurement and budget management.
• Work closely with finance, operations, and other departments to ensure that all business support processes are aligned with organizational goals.

ADDITIONAL DUTIES AND RESPONSIBILITIES:

• Analyze financial and procurement data, create reports, and provide actionable insights.
• Invoice management.
• Support administrative functions needed to ensure smooth department operations.

QUALIFICATIONS

1. A bachelor's degree in business administration, Finance or related field.
2. Proven experience in business support, procurement, or a similar administrative role.
3. Strong understanding of purchasing processes, requisition management, and budget tracking.
4. Experience with pay applications, invoice management, and vendor communication.
5. Excellent organizational and time management skills, with the ability to prioritize multiple tasks effectively.
6. Strong attention to detail and ability to work accurately in a fast-paced environment.
7. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and business management software (e.g., procurement tools, ERP systems).
8. Strong communication and interpersonal skills to collaborate with internal teams and external vendors.

PHYSICAL DEMANDS:

• Light sedentary office work.
• prolonged periods of sitting at a desk and working on a computer.
• Ability to lift up to 25 lbs.

This job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Lincoln University. Since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder's responsibility.