Primary Responsibilities /Accountabilities/ Essential Functions:

• Provide administrative and operational support to the Sr. MEP Operations Manager, Director, Assistant Managers, Supervisors, and associated team members.
• Prepare, process, and manage documents, reports, correspondence, compliance reports, audits, and regulatory documentation.
• Serve as primary point of contact for inquiries related to MEP maintenance
• Enter, update, and maintain data in the Integrated Work Management System (iWMS) and other departmental databases.
• Generate reports, summaries, and documentation as required.
• Coordinate daily operational activities, including scheduling and assigning work to employees, vendors and performing quality assurance checks.
• Monitor progress of maintenance activities and projects to ensure timely completion.
• Execute and manage projects, including proper reporting, issue escalation, permits, RFIs, change orders, invoices, and close-out documentation.
• Assist in managing subcontractor and vendor performance to ensure compliance with university standards, safety requirements, and contract expectations.
• Participate in pre-construction planning, site walkthroughs, and post-project evaluations.
• Assist the Sr. MEP Operations Manager with budget tracking, accruals, and record keeping.
• Track maintenance costs, equipment & parts, invoices, labor hours, and work orders.
• Oversee inventory records and monitor usage of materials and supplies.
• Identify gaps, inefficiencies, and recurring issues within maintenance operations, work order processes, and preventive maintenance programs.
• Analyze work order trends, backlog, and response times to identify opportunities for operational improvement.
• Implement and adjust maintenance workflows, prioritization practices, and corrective actions to improve efficiency, service delivery, and asset reliability.
• Coordinate with vendors & suppliers to ensure timely delivery of materials and equipment.
• Facilitate effective communication between the MEP team and other departments.
• Respond promptly/professionally to phone calls/texts/emails and other communication.
• Support staff coverage and provide leadership assistance when trade supervisors are unavailable or during peak workload periods.
•  Other duties as assigned.

• Schedule - M-F, 9-6pm (open to a flexible work schedule that may require some weekends)
• Be available for on-call rotation
• Previous management experience required
• Trade certification a plus (electrical, plumbing, HVAC, mechanical, etc.)

Equipment Used and Responsibility

• Microsoft Office, Excel, Word, Teams, SharePoint and Outlook.

Supervisory Responsibilities

Yes

Experience/ Education

• Bachelor’s degree or equivalent experience in Facilities Management, Business Administration, Business Management, Construction, Project Management, Engineering, or related field preferred. Technical certifications or licensure in an MEP trade are a plus.
• Minimum of 2-3 years of administrative support experience, preferably in a facilities management or maintenance environment.
• Experience coordinating or managing facilities operations, projects, or trades teams preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and maintenance management software.
• Broad working knowledge of MEP systems, maintenance practices, and construction methods in institutional or commercial environments.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Must pass pre-employment background investigation.

Physical Requirements:

• Sitting:      1-2 hours a day
• Standing:  6-7 hours a day
• Walking:   6-7 hours a day
• Lifting:    Occasionally 50 lbs.
• Carrying:    Occasionally
• Pushing:     Occasionally
• Squatting:   Occasionally
• Bending:     Occasionally

• Kneeling:    Rarely
• Climbing:    Rarely
• Reaching:    Occasionally
• Grasping:     Occasionally
• Fine Eye to Hand Coordination:  Continuously
• Driving: Occasionally
• Work Environment: Office building on site. Work is performed primarily inside, subject to variations in temperature, equipment noise and dust.

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