Facilities Operations Coordinator

Canisius University • Buffalo, NY

10d

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. The role helps ensure university facilities operate smoothly, efficiently, and within financial targets, and combines fiscal management of operating and capital development budgets with project oversight and vendor management.

The coordinator manages facilities budgets and financial reporting, serves as the university liaison for third-party facility service providers, and coordinates preventative maintenance, work orders, emergency repairs, and campus event support. The position also handles department accounts payable and receivable, maintains facilities records and management software, supports sustainability and regulatory compliance initiatives, and oversees the hiring process for work-study and summer grounds students. The position is full-time, Monday through Friday, 8:30 a.m. to 4:30 p.m., with occasional off-hours work, including weekends.

Requirements

• Bachelor’s degree in Facilities Management, Business Management, Construction Management, Finance, or a related field, or an equivalent combination of education and direct professional experience.
• At least 2 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.
• Proficiency with work order/CMMS systems and ERP finance modules, such as Ellucian Banner or Workday.
• Advanced Microsoft Excel skills, including pivot tables, modeling, and forecasting; computer proficiency with Microsoft Word and Excel and ability to learn additional programs.
• Strong verbal and written communication skills and 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.

Responsibilities

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

Benefits

• Health, dental, vision, life, and long-term disability insurance available the first of the month after the employee’s hire date.
• 403(b) plan with a university contribution available after one year of employment.
• Paid vacation, personal time, sick time, and holidays.
• Tuition benefits for full-time employees and their qualified dependents.

What This Job Offers

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