Facilities Office Manager - Our Lady of the Lake University Our Lady of the Lake University - 4.3 San Antonio, TX Job Details Full-time 12 hours ago Qualifications Computer operation Communication with suppliers Maintenance inventory management Educational administrative software Phone communication Word processing Purchase order management Invoice payment processing Bachelor's degree Financial records management Financial record maintenance IT procurement Vendor relationship management Vendor contract management Clerical experience Productivity software Purchasing management systems (technically supported) Accounting support File organization Office phone management Quality data entry Facilities budget management

Full Job Description Location:

San Antonio, TX Category:

Staff Full Time Job Type:

Full-time Non-Exempt Posted On:

Thu Oct 1 2026 Provide clerical and administrative responsibilities to support for Our Lady of the Lake University Facilities Department. Provide strong customer service response to Facilities Department customers, internal and external. Duties include office management, communications planning, vendor relations, and fiscal tracking. With the guidance of Facilities leadership, this position is responsible for tracking, monitoring, and processing all fiscal payments and vendor contracts for the department. Ability to effectively communicate with customers to help navigate the Facilities and Maintenance help desk support process and effectively coordinate with other departments is essential. Position requires strong organization and multitasking skills.

Performance Metrics:

Average 3.5 rating on Customer Satisfaction rating on SysAid Customer Survey No more than 15% ticket reworks every month Percentage of tickets are reviewed and assigned within departmental SLA and as listed in performance review goals

Essential Functions:

1. Assist with all facility department projects including logistics, scheduling, outreach, and marketing. 2. Strong customer service skills and responsiveness to manage incoming telephone calls from current and prospective vendors and university personnel. 3. Assigns when necessary then monitors and tracks service tickets for facilities, housekeeping and Maintenance working through the appropriate area supervisor and maintains electronic dashboards tracking metrics and completion rates 4. Files and maintains all records, contracts, and monthly billing requisitions for Facility products both within the department and those purchased by other campus departments. 5. Works with department heads to ensure all invoices are paid by due dates and assists with vendor communication with issues arise. 6. Oversee the invoicing and inventory of all university inventory, and software license or maintenance renewals. 7. Working with Department heads, ensures maintenance and support agreements are monitored and renewed/canceled as needed to support university users. Oversees procurement, invoicing, and payment of Facility products for all areas assigned 8. Supports the Director of Facilities and Department Heads as needed in scheduling appointments to meet with internal and external customers, prospective vendors, and other parties seeking an audience with Facilities and Maintenance services 9. Produces purchase orders for outstanding bills and maintains close supervision of status. 10. Under direction of the director, oversees the department's equipment Service Development Lifecycle program and interfaces with the supporting vendors order and procurement systems. 11. Assists the Director with monthly review of operating budgets to ensure accuracy of accounts. 12. Distributes and collects Divisional mail. 13. Maintains inventory of office supplies, vendor materials, and Department equipment. Reorder and replenish to assure operation is maintained efficiently and effectively. 14. Oversee onboarding and scheduling of Student Employees, working with Student employment services. 15. Maintains reservation calendar updated through university EMS software to ensure internal and external customers, and visitors have access to facility. 16. Other duties assigned by the Director.

Additional Responsibilities:

Other duties assigned by the Director Tier 0-1 help desk support and basic facilities support

Job Requirements:

Knowledge, Skills, and Abilities:

1. Ability to acquire and maintain an active understanding of the university purchase order and payments process. 2. Strong knowledge of facilities support functions and technology vendor relationships 3. Knowledge of modern office methods and procedures, filing, telephone techniques, and operation of office equipment. 4. Excellent organization skills and ability to effectively organize and maintain large volumes of records and files. 5. With the support of department heads, use and or learn various vendor support portals for ordering and tracking procurement, payment processing, and inventory 6. Ability to perform data entry and word processing with speed and accuracy without immediate and constant supervision. 7. Effective oral and written communication skills; that include tact, diplomacy, and judgment necessary to assist others; as well as the ability to work with various constituencies including faculty, students, staff, alumni, and community members. 8. Knowledge of Microsoft Office programs. Knowledge of and/or ability to learn Ellucian Colleague administrative computing system, specifically payment processing. 9. Self-motivated and have the ability to perform/function independently without extensive direct supervision. 10. Must be detailed-oriented and have a focus on achieving optimum results, while maintaining high ethical standards and attention to compliance with university policies and regulations. 11. Must possess the initiative and determination necessary to provide valuable and timely services to Facilities customers. 12. Must maintain a professional appearance to best represent the OLLU brand with prospects and external constituents. 13. Must have some budgeting and accounting experience within a facilities services department. 14. Ability to prioritize responsibilities and complete in a timely manner. 15. Must be able to work in close quarters and sit for long periods of time at computer terminal and telephone. 16. Must have sufficient endurance and mobility to make deliveries to and from other offices on campus, to move freely within office during peak demand periods and be able to search through files positioned at various levels. 17. Must be organized and able to complete multiple tasks under tight deadlines. 18. Ability to maintain an on call work phone for evening and weekends.

Education and Experience Requirements:

Bachelor's degree in management, or financial area required. Two years of administrative or facility support experience required, preferably in an academic, facilities, or IT department.

Additional Information:

Employment with Our Lady of the Lake University is contingent upon the applicant undergoing a background investigation. OLLU seeks to attract, develop and retain the highest quality faculty, staff and administrators. The University is committed to diversity and strongly encourages applications from women and minorities. EOE Our Lady of the Lake University uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify.