Work Flow Coordinator

4 weeks ago

San Antonio, Texas, United States St. Mary's University Full time
Job Summary

The Work Flow Coordinator is responsible for the coordination and processing of all work order maintenance requests and manages all University maintenance requests within computerized maintenance management system (TMA). This position will also provide clerical and administrative support as needed for Facilities Services (customer service support, answering phones, and providing backup support for other functions).


Key Responsibilities
  • Processes, edits, schedules, and tracks work order maintenance requests; opens, closes, changes status, dispatches, transfers and compiles and records production data from work tickets
  • Sorts and distributes work tickets; adds material or product specifications, and individual worker production sheets following prescribed recording procedures
  • Monitors work orders for prompt status changes; informs leadership of delays or unusual circumstances of work order requests
  • Coordinates, controls and schedules work to include processing work requests, utility shutdowns and support services; coordinates and schedules work based on established guidelines, works with departments and keeps customers informed on the timely and satisfactory completion of any work
  • Provide single-point customer service by greeting and interacting with customers, vendors and co-workers to facilitate, identify and schedule work requirements
  • Maintains files of documents used, prepares, and compiles detailed production sheets or work tickets
  • Assists in entering and maintaining preventative maintenance work order tasks and assignments.
  • Responds to customer questions about work order status and progress.
  • Assists in maintaining contractor documentation and service provider database and calling out vendors for contracted repairs on an as-needed basis.
  • Assists community with rental van reservations and use.
  • Creates end of month reports for financial tracking.
  • Performs other duties as assigned

Requirements
  • High School Diploma or GED required. Some college preferred.
  • Minimum of 2 years of general office experience; experience using a computerized maintenance management system (TMA, or others) and demonstrated knowledge of work control standards and practices, highly desirable
  • Must clear and maintain a favorable background investigation and clearance.
  • Must have valid driver's license, motor vehicle liability insurance and personal injury insurance; or have a self-reliant source of transportation to conduct business on a daily basis
  • Must have the ability to demonstrate basic skills in MS Office and MS 365 (Word, Excel, Teams, Outlook and PowerPoint).
  • Must have excellent verbal and written communication skills; strong public relations and customer service skills with an ability to implement diplomacy and discretion at all times; ability to work effectively with communities across the university.
  • Proficiency in speaking, reading, and writing English.
  • Must have a high attention to detail and be able to organize workflow, coordinate activities, balance simultaneous projects without loss of efficiency in a multi-tasked environment, and manage multiple priorities to meet deadlines
  • Bilingual Preferred (English/Spanish with the ability to understand and to make one's self understood to Spanish speaking individuals).

Work Environment
  • Working conditions are in an office environment and university campus setting. Must be able to move across the university campus to conduct day to day business.
  • Ability to present and engage in a stationary position with various constituencies, both in online and physical spaces, for up to three (3) continuous hours.
  • While performing this role, the employee will be regularly required to sit, walk, and stand; talk and hear, both in person and by telephone; and use hands repetitively to operate standard office equipment; and occasionally required to lift up to 40 pounds.
  • Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.
  • Frequently communicates with others using approved technological resources; must be able to exchange accurate information through designated systems within a timely manner.
  • Constantly operates a computer and other office productivity machinery.

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


St. Mary's University is a Hispanic-Serving Institution and an Equal Opportunity Employer. The University is committed to furthering diversity, equity, and inclusion and encourages all qualified candidates to apply.

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