Overview
Administrative Coordinator – Construction Jobs in Eden Prairie, MN at Metropolitan Mechanical Contractors, Inc.
Description
Title: Administrative Support (Operations Coordinator)
Position Number: 0097073
Hiring Unit: Administrative Services
Location: Windward Community College
Date Posted: June 10, 2025
Closing Date: June 26, 2025
Band: A
Salary : salary schedules and placement information
Additional Salary Information: Pay Band A, $4,458/month minimum
Full Time/Part Time: Full Time
Temporary/Permanent: Permanent
Other Conditions: To begin July 2025.
Duties and Responsibilities
Coordinates facilities use, communicates with requestors, explaining terms and conditions of room reservations and use of facilities. Requestors may include groups affiliated with the University of Hawaii (internal) and external renters.
Secures required campus services (media, janitorial, maintenance, etc.) to ensure room configuration and requested services are made available. Responsible for processing work order requests for campus services in online system (e.g. AiM) for all facilities use and rental requests.
Directs and oversees set up of room and equipment as needed.
Coordinates and ensures air conditioning scheduling is completed for event.
Maintains close contact with requestors to ensure facilities use agreement meets expectation of requestor. Responds to requestors’ concerns verbally and/or in writing to resolve issues in a timely manner.
Maintains and monitors accounts receivables and payments for facilities use and community events. Follows up with customers, arranges to resolve delinquent accounts.
Creates fiscal status reports for facilities use, including statements of income, expenditures, encumbrances, and balances.
Maintains and frequently monitors executed memorandum of agreements (MOA) to ensure compliance with long-term facility users. Informs supervisor of upcoming terminations and prepares extension of MOA.
Conducts campus facility tours to potential customers. Serves as liaison for community event planners that use the college campus. Works with community organizations to ensure event needs are met. Work may include evening, weekend, and holiday hours.
Serves as liaison for event planners and stakeholders to plan and coordinate on- and off-campus events and activities to promote campus engagement with the community.
Prepares weekly list of events for campus distribution.
Maintains records of facilities use and other program operations as directed, in accordance with UH and Windward CC policies and procedures.
Compiles statistical data and prepares reports as required for campus operations, including facilities use, using word processing and spreadsheet software.
Creates, maintains, and updates operational procedural manuals.
Creates and modifies internal forms and workflow procedures to support program operations.
Responsible for campus inventory of building and office keys (manual and electronic). Oversees the cutting of duplicate keys and changing of locks, maintains accurate record of keys made, issued, lost, returned, etc. Issues notices of fee for lost keys. Work with O&M Facilities Manager to update electronic key system when necessary.
Assists with requests for use of State vehicles to include monitoring and scheduling regular and required maintenance, and ensuring that vehicle registration and safety check documentation is current.
Assists in the procurement of goods and services for the Administrative Services unit and initiates requisitions for purchases. Confirms receipt of goods and services for payment and inventory of items.
Assists O&M Facilities Manager in creating and modifying campus building air conditioning schedules on College’s direct digital control (DDC) system (Metasys).
Responsible for creating annual program review reports for unit by conducting research, providing analyses, and formulating conclusions as needed.
Manage special projects as assigned by the VCAS.
Other duties as assigned.
Denotes Essential Functions.
Minimum Qualifications
Possession of a baccalaureate degree in Business Administration, Public Administration, Education, Information Technology, Communications, any Arts and Science degree, or related field and one (1) year of progressively responsible professional experience with responsibilities for event coordination, facilities management, or campus/business operations; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Functional knowledge of principles, practices and techniques in the area of event coordination or facilities use management demonstrated by knowledge, understanding and ability to apply concepts, terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with contract administration, facilities use agreements and/or procurement and purchasing.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of event coordination and/or facilities use.
Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
Demonstrated ability to operate a personal computer and apply word processing software.
Demonstrated ability to exercise tact and be polite and courteous. Must have the ability to work well with others, to have proper business phone and email etiquette, and the ability to provide quality customer service.
Demonstrated ability to effectively organize and carry out multiple tasks.
Ability to travel for the purpose of attending meetings, trainings, presentations and visitations.
Ability to work outside of normal work hours to include evenings, weekends, and holidays.
Desirable Qualifications
Knowledge and/or experience with spreadsheet software, online scheduling applications (e.g. AiM) and/or direct digital control systems (e.g. Metasys)
Ability to effectively deal with and resolve internal and external clients’ concerns involving varying degrees of difficulty and/or complexity.
Ability to organize and maintain multiple purchasing and expenditure logs, records, and files.
To Apply: :
Resume;
Cover letter indicating how you meet the minimum and desirable qualifications of the position;
Transcript(s) verifying degree and coursework to date appropriate to the position. (Copies of transcripts are acceptable; however, original official transcripts will be required at the time of hire. Academic record/grade summaries will NOT be accepted. Diplomas and copies will NOT be accepted.) Documents issued from an institution outside the United States of America require a course-by-course analysis with an equivalency statement from an agency having membership with the National Association of Credential Evaluation Services, Inc., verifying the degree equivalency to that of an accredited institution within the USA. Expense of the evaluation shall be borne by the applicant; and
Transcript(s) must be attached to receive credit for degree(s). Applications submitted without transcripts will be reviewed based on related professional level experience and/or training.
Please REDACT references to birth date and Social Security number on submitted documents. Letters of recommendation attesting to job performance and personal character are optional. Incomplete applications will not be considered. Applications are deemed incomplete if materials are unreadable. Materials submitted become property of the College and will not be returned.
Note: If you have not applied for a position before using NEOGOV, you will need to create an account.
Inquiries: Windward Community College Human Resources Office, 808-235-7404.
EEO, Clery Act, ADA
The University of Hawai’i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/offices/eeo/policies/
Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.
In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai’i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/, or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.
Accommodation Request: The University of Hawai’i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/
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Title: Administrative Coordinator – Construction
Company: Metropolitan Mechanical Contractors, Inc.
Location: Eden Prairie, MN
