Facilities Office Manager

We are committed to enhancing and cultivating a diverse, equitable and inclusive environment through actions that foster a sense of belonging and safety for all members of the NMC community. 

Summary & Qualifications:

Summary
This is a full-time on-site role for a Facilities Office Manager at Northwestern Michigan College in Traverse City, MI. The Facilities Office Manager will be responsible for communication with staff and vendors, providing administrative assistance, managing office equipment, ensuring customer service excellence, and overseeing office administration tasks. They assist with budgeting, tracking spending, and processing requisitions. They also oversee the CMMS, coordinate vendor/contractor
interactions, and manage customer service requests. Additionally, they handle phone calls, emails, and training program documentation.

Required Qualifications:

• Associate’s degree

•  4+ years of experience in an office administration environment

• Working knowledge of office technology suites, such as Microsoft Office or Google Workspace. 

• Ability to learn computerized maintenance management software (CMMS) platform in order to enter data, run reports, measure KPIs, and generate actionable data.

Preferred Qualifications:

• 6+ years of experience in an office administration environment.

• 2+ years of experience working in an administrative capacity for Facilities, Construction, or related field. 

• Bachelor’s Degree in business administration

• Expert in office technology suites, such as Microsoft Office or Google Workspace.

• 1+ year of supervisory experience (depending on supervisory status)

• 1+ year of experience working with CMMS platforms.

Essential Responsibilities

• Provides administrative support to the Facilities Director and facilities management team.

• The Facilities Office Manager is service-minded and communicates openly and effectively with stakeholders throughout the college.

• Assists Facilities Director in developing annual budgets; tracks budgets and allocates spending to the correct accounts; processes requisitions and reconciles purchasing card receipts monthly.

• Provides guidance for the Facilities department in administering/tracking training, metrics/KPI analysis, administrative practices, and continuing assessments of labor production and efficiency.

• Oversees and administers the computerized maintenance management system (CMMS); facilitates customer service requests and provides customer updates to requested work.

• Acts as liaison between facilities-related vendors/contractors and NMC stakeholders
  including but the facilities department, Business Office, and Administrative Services;
  coordinates meetings, contracted work, scheduled work, and deliveries.

• Answers and transfers phone calls, routes emails, and communicates with line staff in
  the field.

• Maintains training and safety program documentation, tracks department training, and
  coordinates training to ensure 100% compliance with internal and external safety
  requirements.

• Contributes to the success of the College’s Facilities functions by performing all other
  essential duties as assigned.

Work Environment

Lifting Activities

• Most frequently lifted object: under 10 lbs. lifted to waist level; carried 1-9 feet (Several times per day)

• Heaviest object lifted: 10-19 lbs. lifted waist level; carried 1-9 feet (Occasionally)

Non-lifting Repetitive Activities

• Arm Movement (Several times per day)

• Gripping (Several times per day)

• Sitting (Continuously)

• Standing (Several times per day)

• Talking (Continuously)

• Typing (Several times per day)

• Walking (Several times per day)

• Writing (Several times per day)

Other Physical Demands

• Prolonged visual work

Mental Demands

• Exercising Independent Judgment

• Minimal Guidance or Direction

• Performing Multiple Functions/Activities

• Persuading Others

Other Challenges

• Heavy work volume

• Production deadlines

• Safeguarding organization assets and property

Exceptional benefits package, including medical, dental, and paid sick leave. Up to four weeks paid vacation within the first year of employment. NMC paid tuition benefits.For more benefit details, visit our Flexible Benefits Guide

01

Please select the highest degree attained:

• Less than High School Diploma or GED

• High School Diploma or GED

• Some higher education courses, training, or certification

• Associate's Degree

• Bachelor's Degree

• Master's Degree

• PhD, Doctorate

02

Do you have at least 4 or more years of office administrative work experience?

• No

• Yes

03

Do you have working knowledge of office technology suites, such as Microsoft Office or Google Workspace?

• No

• Yes

04

Do you have the ability to learn computerized maintenance management software (CMMS) platform in order to enter data, run reports, measure KPIs, and generate actionable data?

• No

• Yes

05

How many total years of experience in an office administration environment do you have?

• Less than 4

• Between 4-6 years

• More than 6 years

06

How much experience do you have working for a facilities department, construction, or related departments/businesses?

• Less than 2

• Between 2-5 years

• Between 5-7 years

• More than 7 years

07

Do you have a Bachelor's Degree in Business Administration?

• No

• Yes

08

Do you have expert computer skills such as Microsoft Office or Google Suite?

• Basic

• Intermediate

• Expert

09

Do you have any supervisory experience?

• No

• Yes

10

Do you have any experience working with CMMS platforms?

• No

• Yes

Required Question

Place of work