Job Description

Facilities & Operations Work Order Dispatcher / Coordinator

Position Summary

Supports the efficient operation of the University by ensuring the timely and accurate processing of work orders through the work order management system. This position serves as a critical link in maintaining daily operational continuity by providing reliable information and coordinating service requests necessary for the effective delivery of facilities and operational services.

Essential Job Functions

1. Provides operational support to Facilities and Campus Support (FAC) departments by responding promptly to emergencies and urgent service requests, ensuring work is initiated and completed efficiently.
2. Reviews and closes completed work orders to verify that contracted and in-house services have been delivered and that customer needs have been addressed satisfactorily.
3. Serves as a communication liaison between customers and FAC staff by relaying information via phone, email, and other communication channels to facilitate the timely completion of work orders.
4. Delivers exceptional customer service by interacting with customers to gather, verify, and clarify information necessary for the accurate processing and completion of work orders.
5. Maintains regular on-site attendance as required for this full-time position to support daily operations and customer service needs.
6. Distributes work orders to external vendors for service delivery and processing.
7. Receives completed work order documentation from external vendors, verifies completion, and updates or closes work orders within the work order management system.
8. Participates in job-related meetings, training sessions, and other business activities, either in person or through virtual platforms such as Zoom.
9. Coordinates with facility/building managers and technicians to ensure a clear understanding of operational issues, support effective problem resolution, and maintain a high level of customer satisfaction.
10. Schedules passenger vans and executive vehicles.
11. Performs other related duties and responsibilities as assigned.

Job Requirements & Qualifications

Required Education & Experience:

• Education: High School Diploma or Equivalent.
• Experience: One (1) year of experience working as a dispatcher, phone operator, data entry specialist, or in a related administrative/operational role.

Required Knowledge, Skills, & Abilities:

• Intermediate proficiency in Microsoft Office (MS Excel, Word, and Outlook).
• 10-Key or numeric data entry skills with high accuracy.
• Proven ability to manage and process a high volume of transactions.
• Exceptional detail orientation and organizational skills.
• Effective verbal and written communication skills.
• Ability to remain calm, focused, and decisive during emergency situations.
• Strong interpersonal skills to work cooperatively with colleagues, vendors, and supervisory staff at all levels.

Physical Requirements & Working Conditions

• May be exposed to prolonged periods of sitting and/or standing in the performance of job duties.
• Required to accomplish job duties using standard office equipment and tools (e.g., computer keyboards, phone systems, pens/pencils).

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