Facilities Management Systems Manager

Job Summary

The Facilities Management Systems Manager provides administrative, customer service, communication, financial, technology, and employee support for Facilities Management. This position oversees the FM Front Office, coordinates department-wide communications and service notifications, supports employee development and engagement, manages financial and software processes, and maintains FM policies, records, and administrative systems. The position works closely with FM leadership, managers, employees, university departments, and customers to ensure effective and organized department operations.

Primary Responsibilities

Customer Service & Communications (20%)

• Oversee FM Front Office operations, customer service, administrative procedures, and department communications.
• Meet with customers to address and resolve escalated cases.
• Coordinate announcements, website content, and communication of planned and emergency construction, maintenance, and utility outages with affected departments and campus stakeholders.

Employee Development & Engagement (35%)

• Coordinate and support employee recruitment and onboarding.
• Create job descriptions and requests for hire.
• Develop and coordinate training and development programs, such as safety and leadership development programs for student and non-student employees.
• Manage uniforms, cell phones, computer equipment and other resources for employee success.
• Manage accident and incident reporting, and design programs to promote safety.
• Manage employee rewards and recognition programs to support FM values, goals and employee engagement.
• Coordinate meetings, small and large events, and employee engagement activities.

Financial & Software Support (35%)

• Oversee FM billings, including work orders, fleet, fuel, leases, and other charges.
• Update annual event and trash removal rates
• Review financial transactions, expenditures, and account balances for accuracy.
• Assist with annual budgeting, forecasting, and financial planning.
• Maintain contracts documentation and renewal schedules.
• Coordinate with Financial Services and other departments to resolve billing and financial issues.
• Ensure financial records and processes are accurate, complete, and properly documented.
• Assist and provide oversight with accounting in Operational FM funds Cost center.

Website, Policies & Documentation (10%)

• Document, review and maintain department policies, procedures, standards, forms, and records.
• Ensure policies are clear, consistent, and effectively communicated.
• Manage the Facilities Management and Construction websites.

Minimum Qualification and Experience Requirements

• Bachelor’s degree in Business Administration, Accounting or related field.
• 3+ years of administrative, supervisory, financial or operations experience.
• Valid US Driver’s License required.

Skills

• Excellent problem-solving and time management skills.
• Strong organizational, communication, and customer service skills.
• Ability to manage multiple priorities, projects, and deadlines.
• Experience with financial software, and administrative systems.
• Strong attention to detail, problem-solving, and follow-through.
• Ability to maintain confidentiality and exercise sound judgement.
• Proficient in Microsoft Office and comfortable learning new technology and systems.
• Ability to work independently and collaboratively as part of a team.
• Commitment to safety, accuracy, and high-quality workmanship.

Benefits

• 401(k) matching
• Tuition benefits for employee and qualified dependents
• Medical and Dental
• Short- and Long-term disability benefits
• Paid parental and maternity leave
• Relocation Package

This position does not include a housing allowance.

As an educational institution affiliated with The Church of Jesus Christ of Latter-day Saints, BYU–Hawaii prefers to hire qualified members of the Church in good standing, as authorized under 41 C.F.R. § 60-1.5 (a)(6). To be eligible for employment, applicants who are members of the Church must hold and be worthy to hold a current temple recommend and receive a clearance from the Church’s Ecclesiastical Clearance Office. Job applicants must be able to meet these conditions to advance through the hiring process successfully. An expired temple recommend will prevent consideration for hire.

Approximate starting salary:

The wage offered could be above or below range based on education and experience as it relates to the job description.