Administrative Coordinator- Facilities

Reporting to the Client Services Supervisor, the Administrative Coordinator is responsible for overseeing campus event support, and department communication and notifications. This role will also assist with the customer service needs at the Helpdesk within Facilities Management (FM). The role ensures the efficient and effective use of software to manage Facilities related notifications and on-campus event coordination. The Administrative Coordinator provides critical support to campus events, the Facilities Management operations units, and assists in communication between Facilities Management and university departments. This role is instrumental in maintaining high standards of customer service, communication skills, and operational efficiency.

Position Specific Accountabilities

Events Support Responsibilities:

• Oversee daily event support for on campus events
• Ensures management receives weekly and daily event reports
• Liaise between clients & FM operations to ensure specific requests for event support are met
• Represents FM in event planning meetings and event related walk-throughs including but not limited to student organizations, University Events, film shoots
• Send out estimates and invoices as needed
• Primary Administrator for Scheduling software (Mazevo) including approving event resources, student film permits. Access to check class and event schedules for technicians and supervisors/ booking out rooms and spaces for maintenance blocks.
  • Serve as an approver of SFTV film permits, daily event resource requests, and maintains FM maintenance reservations

• Manage guides and records for FM related event support
• Provide support and coordination efforts to large scale events including: LMU Commencement, Los Angeles Rams Training Camp, Wine Classic, Alumni BBQ, Family Weekend, and other key university programming.
• Lead event meetings with FM units as needed
• May represent Facilities Management in Emergency Operations Center/ DOC during large scale events

Communication/Notifications Responsibilities:

• Manage communication efforts between FM and campus community
• Send out notifications related, but not limited to: Pest Control, Maintenance, Project Management, LA City mandated REG4 testing, etc.
• Manage a notification guide/directory for building and departmental occupancy
• Schedule maintenance related walk-throughs between supervisors/technicians and campus community as necessary.

Help Desk Support:

• Assist with the overseeing of daily operation of the Help Desk including emerging maintenance trends, student staffing, and timely response to campus inquiries for service & maintenance.
• Familiarize and support use of FM-related software such as, Computerized Maintenance Management System (CMMS).
• Provide assistance to the support of staff on the use of both desktop and mobile applications of the CMMS
• Provide support to the student hiring and training process within the Quality Assurance Office to ensure the successful operation of the Facilities Management team.
• Provide reports on an ad-hoc basis for departmental metrics
• Run work order related reports as needed or requested.
• Perform other duties as assigned or requested.

Loyola Marymount University Expectations

Exhibit behavior that supports the mission, vision, and values of the university.  Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct.  Demonstrate a commitment to outstanding customer service.

Requisite Qualifications

• Typically a High School diploma, or equivalent experience. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
• Minimum 2 years of experience in customer service or client services. Event related experience is preferred.
• Proficiency in Microsoft Office, Adobe Suite, and scheduling software.
• Ability to lead event-related meetings, act as liaison between FM department and campus personnel
• Ability to manage department communications
• Excellent organizational skills.
• Ability to work effectively with diverse teams, including faculty, staff, students, and external partners.
• Strong communication and customer service skills.
• Ability to manage multiple projects simultaneously and respond to changing priorities.

Work Shift Schedule: Monday-Friday, 8:00am-5:00pm

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be