Business Operations Coordinator

Position Responsibilities:

1. Business Operations and Timekeeping
   • Review and process electronic purchase requisition for Facilities staff as needed
   • Maintain dialogue with Procurement to ensure timely processing and delivery of all requested goods and services
   • Respond to Accounts Payable requests for invoice service approvals and delivery approvals; route invoices to end users for approval and ensure all required signatures are obtained for approvals.
   • Provide service and delivery approvals, as well as Purchase Order information as requires for invoice approval. Route approved invoices to Accounts Payable Department for payment.
   • Communicate with Accounts Payable staff to ensure timely processing of all invoices.
   • Provide support and execution for Department timesheets as required for each pay period.
   • Coordinate the collection and recording of all Capital Project labor hours for each pay period to assist the Director, Facilities Business Operations with financial reporting.
2. Business Systems
   • Assist with implementation, administration and use of Project Management and Enterprise Resource Planning systems including Procore and Workday for the Facilities Department.
   • Utilize the Procore project management software platform to drive efficient processing of all Facilities Department invoicing.
3. Finance & Budget
   • Assist in the formulation and tracking of the annual Facilities Operating Budget.
   • Assist in the formulation of the annual CSHL capital budget and tracking of all Facilities capital projects and equipment purchases.
   • Liaise with the Finance Department to process accounting adjustments as needed.
4. Fleet Support
   • Maintain and keep up-to-date all vehicle and heavy equipment fleet records including acquisition, disposal, maintenance, repairs, registration, inspection and department assignments.
   • Track condition and location of all vehicle and equipment inventory.
   • Digitally manage all records pertaining to each fleet vehicle or piece of equipment.
   • Plan, coordinate and schedule all fleet service, maintenance, repair and recall appointments with auto service providers, repair and body shops, fleet management partners and dealers.
   • File and manage auto insurance claims as needed
   • Ensure that all fleet vehicles and equipment have up-to-date plates, inspections, registrations and insurance cards as per all relevant NYS DMV rules and regulations.
   • Visit NYS DMV offices as needed to support fleet operations.
   • Assist in the management of Lab gas card program; ensure all fleet vehicles have valid gas cards on board.
   • Coordinate fleet vehicle cleaning and detailing as needed.
   • Respond to staff requests for short-term vehicle needs and reassignments as needed to support Lab operations.
   • Be knowledgeable about and support administration of Campus Electric Vehicle (EV) charging stations. Coordinate connection requests from Lab community. Coordinate EV station repairs and maintenance as needed.
5. General Administrative Support
   • Assist and support the Director, Facilities Business Operations and other Facilities staff as required including Security, Environmental Health & Safety and Shuttle
   • Assist with scanning, copying and file management as needed.
   • Perform miscellaneous other Facilities Department support duties as assigned.
6. Facilities Operations Support
   • Provide coverage of the Service Front Desk during the Service Coordinator’s lunch hour and other time off (i.e. vacation/sick days) as required.
   • Provide coverage support to the Supervisor of Scientific Housing & Shuttle Services during their scheduled time off and other absences.
   • Notify visitors in guest housing regarding Facilities work and Housekeeping office closures.
   • Assist with coordination of housing for essential Facilities personnel during emergency lab closings (i.e. snowstorms).

Education: High school diploma; Bachelor’s degree preferred.
Experience: Experience coordinating operational processes, administering documentation and data, and supporting cross-functional teams with a high level of accuracy and organization required.
Knowledge/Skills:

• Ability to manage and prioritize multiple tasks efficiently and effectively.
• Consistently approachable, positive, and friendly demeanor to foster a harmonious work environment.
• Capacity to analyze data, identify issues, and recommend solutions to optimize business operations.
• Familiarity with various business software and tools, such as Workday, Procore, and Microsoft Office Suite.
• Clear verbal and written communication abilities, ensuring smooth collaboration with team members and stakeholders.
• Ability to identify challenges and deploy effective solutions promptly.
• Efficiently manage time to ensure timely completion of tasks and meet deadlines.
• Capability to work collaboratively with diverse teams and assist team members as needed.
• Willingness to adjust to changing business environments, requirements, and challenges.
• Ensuring accuracy and precision in all tasks and documentation.
• Capacity to make informed and timely decisions that align with the Lab’s objectives.
• Basic understanding of budgeting, forecasting, and financial reporting to support operations.
• Commitment to providing exceptional service both internal and external to the Facilities Department.