Facilities Operations Coordinator

Canisius University • Buffalo, NY

4d • Onsite

About The Position

Canisius University seeks an experienced and organized Facilities Operations Coordinator to oversee day-to-day physical plant operations, master budget administration, and external vendor partnerships across campus. Rooted in our Jesuit values of service and community stewardship, this role ensures university facilities operate smoothly, efficiently, and within financial targets. The ideal candidate will combine strong fiscal responsibility—managing both operating and capital development budgets—with active project oversight and robust vendor management.

Requirements

• Proficiency with Work Order/CMMS systems, ERP finance modules (e.g., Ellucian Banner, Workday), and advanced Microsoft Excel skills (pivot tables, modeling, forecasting).
• Computer proficiency with Microsoft Word, Excel, and the ability to learn additional programs.
• Strong verbal and written communication skills with the ability to collaborate effectively with faculty, staff, students, and external contractors.
• Ability to work occasionally during off-hours, including weekends.
• Commitment to the Jesuit mission and tradition of Canisius University.
• Eligible to work in the United States.
• Bachelor’s degree in Facilities Management, Business Management, Construction Management, Finance, or a related field (or equivalent combination of education and direct professional experience).
• 2 or more years of progressive experience in facilities operations, physical plant management, or capital project coordination.
• Proven experience building operating budgets, managing multi-year capital projects, and performing financial forecasting and ledger reconciliations.
• Background drafting RFPs, negotiating contracts, and holding external trade contractors accountable to quality standards.

Responsibilities

• Direct the formulation, review, and execution of the Facilities Management annual operating budget.
• Participate in the multi-year Capital planning process, collaborating with campus leaders to identify, estimate, and prioritize capital improvement projects.
• Monitor monthly expenditures against operational and capital budgets, perform variance analyses, and produce financial reports for university leadership.
• Process purchase orders, approve service invoices, track change orders, and maintain accurate ledger documentation for all facility-related accounts.
• Forecast long-term renewal needs and maintain reserve planning models for major infrastructure assets (HVAC, roofs, paving, building envelopes).
• Serve as the primary university liaison for third-party facility service providers, including HVAC technicians, electrical contractors, custodial teams, security systems, and waste management.
• Participate in Request for Proposals (RFPs), build scopes of work (SOWs), and lead bidding in alignment with university procurement guidelines.
• Establish key performance indicators (KPIs) to audit vendor work quality, ensure Service Level Agreement (SLA) compliance, and resolve contract disputes promptly.
• Onboard new contractors, ensuring compliance with institutional safety policies, campus access protocols, and insurance/licensing requirements.
• Coordinate and monitor routine preventative maintenance schedules, facility work orders, and emergency repairs across campus academic, residential, and administrative buildings.
• Collaborate with Event Services, Athletics, and Student Affairs to provide operational support for campus events, setups, and seasonal transitions.
• Maintain facility management software (CMMS) to track work orders, inventory, and lifecycle logs.
• Perform and manage department accounts payable and receivable functions, including the preparation of I-Documents, Procard, and purchase orders.
• Implement, interpret, and review bargaining unit employees’ contracts.
• Organize and file office documents and records.
• Oversee work-study and summer grounds students hiring process.
• Assist in campus sustainability initiatives, energy management tracking, and compliance with local, state, and environmental safety regulations.
• Perform tasks, duties, and special projects assigned.

Benefits

• Comprehensive Insurance Benefits – Health, Dental, Vision, Life and Long-Term Disability available the first of the month after the employee’s date of hire
• 403(b) with Company Contribution – Plan for your future with confidence – contribution from the university is available after one year of employment
• Paid Time Off – Includes vacation time, personal time, sick time, and paid holidays
• Tuition Benefits – Available for full-time employees and their qualified dependents

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level