Job Description

The Business Office Administrator provides essential administrative and operational support to the Inwood Management team at Western Kentucky University. This role ensures efficient coordination of work orders, staff schedules, communications, and departmental records to support a clean, safe, and well-maintained university environment.

Responsibilities

• Manages daily office operations, including answering phones, emails, and walk-in inquiries
• Maintains organized filing systems (digital and physical) for maintenance and custodial records
• Prepares reports, correspondence, and departmental documentation
• Receives, logs, and tracks maintenance and custodial work requests using the StarRez CMMS (as needed)
• Assists with the prioritization and dispatch of work orders to appropriate staff as needed
• Assists with monitoring completion status and follow up to ensure timely resolution
• Supports onboarding and administrative processing for new hires
• Tracks inventory levels for custodial supplies, tools, and equipment
• Assists with ordering materials and coordinating deliveries
• Maintains vendor contact lists and supports procurement processes
• Communicates with accounting and accounts payable as necessary to ensure AP processes are operating smoothly including the coding and submission of invoices for approval/payment.
• Takes meeting minutes as needed for all team meetings
• Serves as a liaison between facilities staff, campus departments, and external vendors
• Communicates service updates, delays, and project timelines to stakeholders
• Supports coordination of special events requiring custodial or maintenance services
• Ensures records are maintained in accordance with university policies and safety regulations
• Assists in preparing reports on work order metrics, staffing, and operational performance
• Supports audits and inspections as needed
• Other duties as assigned

Qualifications

EXPERIENCE/EDUCATION:

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred
• 2–4 years of administrative experience, preferably in facilities, operations, or higher education
• Or equivalent combination of education and experience

SKILLS & COMPETENCIES:

• Experience supporting maintenance, custodial, or facilities teams
• Familiarity with work order systems and inventory tracking
• Knowledge of basic facilities operations terminology
• Strong organizational and multitasking skills
• Proficiency in Microsoft Office (Word, Excel, Outlook) and database systems; CMMS experience a plus
• Excellent written and verbal communication skills
• Ability to work in a fast-paced, service-oriented environment
• Attention to detail and problem-solving ability

WORKING CONDITIONS:

• Office environment within a campus facilities department
• Occasional interaction with active maintenance or custodial work areas
• May require flexibility during peak campus activity periods or emergencies

Salary to be determined based on factors such as geographic location, skills, education, and/or experience of the applicant, as well as the internal equity and alignment with the team.

Gilbane offers an excellent total compensation package which includes competitive health and welfare benefits and a generous profit-sharing/401k plan. We invest in our employees’ education and have built Gilbane University into a top training organization in the construction industry. Qualified applicants who are offered a position must pass a pre-employment substance abuse test.

Gilbane is an Affirmative Action/Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, color, national origin, race, religion, sex, sexual orientation, gender identity, protected veteran status, or disability status.

Note to Recruiters, Placement Agencies, and Similar Organizations Gilbane does not accept unsolicited resumes from agencies. Please do not forward unsolicited agency resumes to our jobs alias, website, or to any Gilbane employee. Gilbane will not pay fees to any third party agency or firm and will not be responsible for any agency fees associated with unsolicited resumes. Unsolicited resumes received will be considered property of Gilbane and will be processed accordingly.