Facilities Operations Coordinator

Canisius University • Buffalo, NY

1d

About The Position

Canisius University seeks an experienced, organized Facilities Operations Coordinator to oversee day-to-day physical plant operations, master budget administration, and external vendor partnerships across campus. Rooted in the university’s Jesuit values of service and community stewardship, the role helps ensure facilities operate smoothly, efficiently, and within financial targets. The coordinator manages operating and capital development budgets, oversees projects, and manages vendor relationships.

The position supports facilities across academic, residential, and administrative buildings. It coordinates preventative maintenance, work orders, emergency repairs, campus event support, and facilities documentation. The coordinator also assists with sustainability initiatives, energy management tracking, and compliance with applicable safety regulations. This is a full-time position scheduled Monday through Friday, 8:30 a.m. to 4:30 p.m., with occasional off-hours work, including weekends.

Requirements

• At least 2 years of progressive experience in facilities operations, physical plant management, or capital project coordination.
• 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.
• Proven experience building operating budgets, managing multi-year capital projects, performing financial forecasting, and reconciling ledgers.
• Experience drafting RFPs, negotiating contracts, and holding external trade contractors accountable to quality standards.
• Proficiency with work order or CMMS systems, ERP finance modules, and advanced Microsoft Excel, including pivot tables, modeling, and forecasting.
• Proficiency with Microsoft Word and Excel and the ability to learn additional programs.
• Strong verbal and written communication skills and the ability to collaborate 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 operating and capital expenditures, conduct variance analyses, and prepare 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 facilities 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 campus buildings.
• Collaborate with Event Services, Athletics, and Student Affairs to support campus events, setups, and seasonal transitions.
• Maintain the facilities management CMMS to track work orders, inventory, and lifecycle logs.
• Perform and manage departmental accounts payable and receivable, including preparing 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 time off, including vacation, personal, and sick time, and paid holidays.
• Tuition benefits for full-time employees and their qualified dependents.

What This Job Offers

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