Office Coordinator, Lock & Key - Facility Services - UTK

In addition to technical duties, this role encompasses significant office management responsibilities, including entering material and labor for daily work orders and projects. The incumbent will oversee one Administrative Specialists and UT Student Assistants, managing workload assignments, tracking progress, redirecting tasks as needed, and conducting performance evaluations. The role also involves participating in the hiring process for student assistants and requires strong proficiency in all Microsoft Office applications for effective management and communication. Key responsibilities include processing, coding, and cutting keys for campus access, with a comprehensive understanding of keying system technology. The role requires staying current with Life Safety Codes, Fire Regulations related to access controls, Occupational Safety and Health Administration (OSHA) regulations, and Uniform Building Codes regarding door hardware and secure key systems. Additionally, the position involves handling campus requests for secure access, dispatching Locksmiths for service requests, and managing departmental budgets. Proficiency in operating access control systems is essential, as well as the ability to evaluate and determine the appropriate response to service requests, ensuring both efficient operations and adherence to financial guidelines.

Responsibilities

• Manage and oversee administrative and clerical operations for the Locksmith Shop, including key control, dispatching, data management, customer service, and office operations.
• Administer the campus key control program by issuing, tracking, and maintaining records of keys; updating access databases; and coordinating lock changes.
• Supervise dispatch operations for routine and emergency locksmith services, including scheduling and coordinating on-call coverage.
• Provide customer service support by addressing walk-in requests, resolving escalated inquiries, and ensuring timely completion of service requests.
• Manage payroll time entry, purchasing, inventory control, work order processing, and labor/material tracking.
• Coordinate and implement lock and access control changes, maintain accurate access records, and ensure proper key distribution.
• Maintain and oversee key management and work order databases, ensuring accurate data entry, recordkeeping, and reporting.
• Ensure compliance with applicable Life Safety Codes, fire regulations, OSHA requirements, and building code standards related to locks, keys, and access control systems.
• Supervise, train, mentor, and evaluate Administrative Specialists and student employees, including assigning workloads, monitoring performance, and supporting hiring activities.
• Provide guidance and instruction to staff and student employees on lock and key procedures, customer service, and administrative processes.
• Support special projects and departmental initiatives by coordinating resources, tracking progress, and ensuring successful completion.
• Participate in professional development, training, workshops, and conferences to maintain knowledge of industry standards, safety requirements, and access control best practices.

Qualifications

• Required Education: 

  • High School diploma or GED

• Required Experience:

  • Must possess knowledge of practices, procedures, and methods related to access control key systems.

  • A minimum of five years’ experience in secure access systems, including key fitting and manipulation of locking devices, is required.

  • Trade school education can be substituted with equivalent experience on a year-for-year basis.

  • Additionally, the role requires experience in supervising personnel, including managing workloads, overseeing team performance, and ensuring effective operational processes.

• Required Knowledge, Skills, Abilities: 

  • Must be self-motivated with the ability to perform tasks independently and manage projects efficiently under strict deadlines.

  • The role requires a strong customer focus and the ability to collaborate effectively with a diverse group of individuals.

  • Proficiency in data entry and strong problem-solving skills are essential.

  • Excellent communication skills are crucial for successful interactions with both team members and customers.

  • Management-level expertise in Microsoft Office and Excel is preferred, reflecting the need for advanced proficiency in these applications to support effective oversight and decision-making.

• Other Conditions: Valid Driver’s license

Work Location

• University of Tennessee – Knoxville, TN Campus
• This is an on-site position

Compensation and Benefits

• UT market range: MR05
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

About The College/Department/Division

UT Facilities Services is responsible for the care and keeping of more than 300 facilities and utilities systems in and around Knoxville. As the University of Tennessee Knoxville’s largest non-academic department, team members are responsible for facilities maintenance and repair, custodial needs, landscaping and lawncare, utility work, in-house and capital construction projects, facilities planning and design, environmental initiatives, pest control, campus event services, and facilities administration functions for both the flagship campus and the agricultural institute.  The Facilities Services staff provides around-the-clock coverage to ensure students, staff, faculty, and fans have a consistent and positive experience every time they step foot on Rocky Top.

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