Office Coordinator, Facilities

Bethel University
United States, Minnesota, St. Paul
Jun 17, 2025
Office Coordinator, Facilities ID: 2025-2136 Category: Facilities Management Type: FLSA Status: Non-Exempt Benefit Eligible: Benefit Eligible Location: St. Paul, Minnesota Office Location: 3900 Job Summary The Office Coordinator provides essential support for our Facilities Management team. This role is responsible for responding promptly to inquiries from the Bethel Community, vendors, and external individuals related to campus operations. The individual in this position must be able to triage urgent requests, balance competing priorities, problem- solve, and escalate issues to the appropriate person when necessary. Key responsibilities include managing incoming and outgoing correspondence, organizing records, performing data entry, preparing invoices for payment, ordering office supplies and staff uniforms, conducting monthly elevator and fire extinguisher inspections, assisting with onboarding new employees, including student employees, and coordinating staff events in collaboration with the Senior Director. A successful candidate for this role must be a self-starter with exceptional organizational skills, attention to detail, and the ability to communicate effectively across diverse teams. They must thrive in a fast-paced environment, anticipate needs proactively, and demonstrate professionalism in all interactions. Responsibilities 1. Work Orders Coordination - 20% Review work request (via JIRA, phone calls, and walk-ins) and generate work orders, prioritizing urgent requests. Communicate effectively with appropriate facilities supervisors and managers to ensure timely resolutions. Provide work order follow-up and service recovery, as needed. Assist in scheduling preventative maintenance for department through the work order system. 2. Vendor Coordination - 20% Set up new vendors in the system and update authorize department purchasers. Provide new tenant packets for ANC tenants. Assist with processing invoices, submitting requisitions, credit card reports, and tax forms (i.e. update exempt status with vendors/Menards/Home Depot/etc.) Document contractors' proof of insurance. 3. Communication/Reception - 20% Respond quickly to phone calls, walk-ins, and requests. Receive and direct service calls regarding campus issues and vendor/contractor needs: Examples include: Laundry service, elevator, pest control, vending machines, doors, garage doors, etc. Authorize, issue, and track the distribution of keys to outside vendors and contractors. 4. Events - 15% Serve as department point of contact for campus-wide events, including room reservation schedule (EMS). Assist team in ensuring upcoming event information is accurate and complete, and that teams are notified of their various responsibilities in support of events. Support department with preparation for Welcome Week. Provide the department with essential support during Welcome Week. Assist with set-ups, as needed. 5. Onboarding - 15% Create and post student employment recruitment posters. Schedule interviews. Create EPAF. Coordinate and assist with creating training schedules. Handle employment records: I-9 Authorized Representative; Collect tax withholding and direct deposit forms and send to OPC. Order employee uniforms/clothing. 6. Other - 10% Monthly checks and documenting: Elevator; Fire Extinguishers Map updates, as needed. Clean out lockers, check codes with Locksmith Update "how-to" cards Other duties as assigned. Required Skills Ability to communicate effectively, verbally and in writing. Ability to effectively and successfully interact with department members, faculty/staff, students, visitors, vendors, and contractors. Attention to detail and organized are essential skills. Capable of successfully working independently and as part of a team. Ability to problem solve. Competent in using computer/laptop, various software applications, Google Suite, Microsoft Suite (including Excel and Word), work order management systems, event management systems and multi-function printer/copier device. Experience Required Experience: 2+ years of office and/or customer service experience Education Required Education: Post-high school training/coursework Additional Information Travel: Travel is not required for this role. Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as desktop and/or laptop computers, photocopiers and smartphones. The work environment involves working for a suburban, Christian university in which all employees are expected to have a demonstrated commitment and personal relationship with Jesus Christ, a commitment to the mission and values of the University, and an agreement to abide by all University policies. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk and hear. Specific vision abilities required by this job include close vision and ability to adjust focus. The job requires extended periods of sitting and traversing the Bethel Campus on a regular basis. Reasonable accommodations may be made to ensure people are able to perform the essential functions. The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position. Expected Hours of Work: Typically, days and hours of work are Monday through Friday, with the expectation to work specific schedules and hours as identified and communicated by management. Occasional evening and weekend work may be required as job duties demand. This is a 40 hour per week, 12 months per year position. Summer maintenance work presents unique demands on the department and vacation opportunities are normally limited during Memorial Day and Labor Day weekends due to graduation and welcome week events. Vacations are normally limited beginning the first full week of August through Labor Day due to the wrap-up of summer projects and preparation for the start of the school year Benefits Bethel is committed to offering meaningful benefits to our employees including health insurance, retirement plans, and a generous time off package. Learn more about these offerings here. Learn more about our commitment to diversity in hiring . Bethel University is a leader in Christ-centered higher education with approximately 4,700 students from 50 states and 32 countries enrolled in undergraduate, graduate, seminary, and adult education programs. Based in St. Paul, Minnesota, Bethel offers bachelor's and advanced degrees in nearly 100 fields. Educationally excellent classroom-based and online programs equip graduates to make exceptional contributions in life-long service to God and the world. Bethel University's Christ-centered mission includes a commitment to equal educational opportunity and equal employment opportunity. Bethel does not unlawfully discriminate on the basis of race, color, creed, national origin, sex, marital status, disability, status with regard to public assistance, familial status, or age in its admissions, educational programs, or employment practices. #LI-Onsite To apply, visit https://staffcareers-bethel.icims.com/jobs/2136/office-coordinator%2c-facilities/job?in_iframe=1 jeid-8b5bdaca37730847b9d22e7e0a367979