Customer Service Coordinator

JOB TITLE

LOCATION

DEPARTMENT NAME

DIVISION NAME

JOB DESCRIPTION SUMMARY

JOB DESCRIPTION

Customer Service & Work Order Coordination

• Serve as the primary point of contact for Facilities-related inquiries from the campus community.
• Receive process prioritize and monitor service requests and work orders using the Facilities work management system.
• Coordinate maintenance and repair activities with Facilities trades staff contractors vendors and requesting departments.
• Track work order progress labor materials contractor costs and completion status.
• Respond to and monitor the Facilities departmental email account ensuring timely responses to customer inquiries.
• Provide training and guidance to campus community members and Facilities staff on submitting and managing work requests.
• Notify Facilities leadership of emergency situations and coordinate appropriate response efforts.

Contractor & Vendor Coordination

• Coordinate contracted maintenance and repair services including scheduling access arrangements and communication with requesting departments.
• Manage contractor access by coordinating:
  • Brass keys
  • Card access credentials
  • Temporary parking permits
• Produce and distribute the daily contractor schedule to Campus Police Campus Card Access Residential Services Facilities Management Environmental Health & Safety Sustainability the Events Office and the Projects Team.
• Reconcile contractor invoices with completed work orders and verify billing accuracy.
• Maintain contractor access documentation and ensure all issued keys badges and permits are properly returned.

• Maintain accountability for Facilities-controlled keys stored within the Customer Service Center.
• Issue track and reconcile keys assigned to employees and contractors.
• Maintain accurate electronic and physical inventories of all controlled keys.
• Ensure key records remain current and compliant with university procedures.

• Collaborate with the Associate Director of Mechanical Operations Facilities Managers and the Projects Team to schedule maintenance and capital project work during academic breaks holidays and summer periods.
• Coordinate elevator repairs by working directly with service contractors communicating outages to affected campus groups and maintaining required inspection certificates.
• Coordinate routine preventive maintenance activities with Campus Dining Services including:
  • Kitchen drain cleaning
  • Grease trap maintenance
  • Vent hood cleaning
  • Equipment shutdowns
  • Major kitchen and dining facility repairs

• Track chargeable Facilities work and process interdepartmental billing through Workday.
• Support Facilities management and trades personnel with procurement of materials equipment office supplies postage and operational resources.
• Receive and distribute departmental mail and package deliveries.
• Maintain department records databases and operational documentation.
• Manage campus electric vehicle (EV) charging accounts and coordinate repair service for EV charging equipment.
• Coordinate campus signage requests with approved vendors and University Marketing.
• Maintain and annually update the campus building contact directory.

• Assist with recruiting and hiring student employees for the Customer Service Center summer operations and seasonal snow removal crews.
• Coordinate onboarding orientation and training for student employees.
• Assist Facilities management with employment reference checks as requested.

• Foster positive working relationships with faculty staff students contractors vendors and external service providers.
• Collaborate with Campus Police Residential Services Campus Card Access Dining Services Environmental Health & Safety Sustainability University Events and other campus departments to support Facilities operations.
• Maintain effective communication regarding maintenance activities scheduled outages emergencies and project updates.

• Associates degree or equivalent combination of education and relevant experience.
• Three to five years of experience in customer service facilities operations administrative coordination or office management.
• Strong organizational and time management skills with the ability to prioritize multiple assignments in a fast-paced environment.
• Excellent verbal and written communication skills.
• Demonstrated commitment to outstanding customer service.
• Experience coordinating multiple stakeholders and maintaining confidential information.
• Proficiency with Microsoft Office Suite and enterprise management systems (Workday and computerized maintenance management systems preferred).
• Ability to work independently while exercising sound judgment and initiative.
• Strong attention to detail and accuracy.

Preferred Qualifications

• Experience in facilities management higher education property management or building operations.
• Experience using computerized maintenance management systems (CMMS).
• Knowledge of contractor coordination access control or work order management.
• Familiarity with Workday or similar enterprise resource planning (ERP) systems.

Core Competencies

• Customer Focus
• Communication
• Organization and Planning
• Problem Solving
• Collaboration
• Attention to Detail
• Adaptability
• Time Management
• Initiative
• Professionalism
• Confidentiality
• Continuous Improvement

The hourly rate for this position is up to 28.81 per hour depending on experience for a full time schedule of 37.5 hours per week.

FLSA STATUS

WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race color age religion sex sexual orientation gender identity national origin veteran statusor disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity collaboration inclusion problem solving innovation high performance and change is committed to maintaining a campus environment free of harassment and discrimination.