Transportation & Work Order Coordinator chez Wheaton College

Work Order and Transportation Coordinator

Job Overview

Manage the work order center, including routing received work orders for construction and repairs to appropriate maintenance shops, and serve as the primary communications station for the department. Assist the Fleet Services Manager in the operation of the College vehicle fleet by scheduling requests, billing usage, and maintaining various needed data file. The hours of this non-exempt position are 40 hours/week, 12 months/year. Reports to the Procurement & Capital Planning Manager. 

Duties and Responsibilities

1. Process work requests in all stages from submission to closed status. Properly assign and distribute work activity for the department.
2. Maintain CMMS (Computerized Maintenance Management System) data base including building locations and assets, account numbers and user profiles. Become proficient with all aspects of the work order center operations including our CMMS system. Act as primary contact with Computerized Maintenance Management System (CMMS) customer service team to resolve software issues.
3. Answer phones and enter work orders into Computerized Maintenance Management System (CMMS). Respond efficiently and promptly to emergency situations and breakdowns.
4. Train campus users and Facilities Department employees on the Computerized Maintenance Management System (CMMS) software and app. 
5. Schedule reservation requests from College departments for the use of fleet vehicles.
6. Administer written College driving permit tests to students, obtain driving records, prepare permits and keep appropriate records. 
7. Conduct yearly checks on motor-vehicle records of employee drivers and permitted students. 
8. Anticipate annual need for license plate renewal for all College-owned vehicles. 
9. Prepare monthly reports for billing and statistical reporting purposes (for both work order and transportation centers). 
10. Act as liaison between Facilities Department and college community to provide good customer service and maintain effective communication. Act as a liaison between the Facilties Department and Du-Comm (DuPage Public Safety Communications). 
11. Maintain effective communication with the Fleet Services Manager as to what vehicles are in the shop for repair and make scheduling adjustments as needed. 
12. Serve as back-up for all tasks performed by Office Coordinator.

This job description is intended to represent key areas of responsibilities; specific assignments may vary from time to time, and other duties may be assigned. 

Qualifications

1. Effective communication skills with the ability to clearly and concisely express ideas both orally and in written form.
2. Strong computer skills with proficiency in Microsoft Word, Excel, Outlook and PowerPoint. 
3. Proven experience using multiple computer systems and the ability to provide first line problem solving for PC, iPad and Smart Phone use of those systems.
4. Strong analytical skills and creative, effective problem-solving skills 
5. Excellent planning and organizational skills and strong orientation to managing details.
6. Effective training skills.
7. Excellent customer service and interpersonal skills.

Physical Requirements 

The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend, climb or lift up to 20 pounds.

FLSA Status - Non Exempt

As a Christ-centered community, Wheaton College faculty and staff must affirm the College’s Statement of Faith as expressing their own theological convictions and agree to live by the moral standards in Wheaton’s Community Covenant, modeling these commitments for the Christian formation of our students.  Wheaton College faculty and staff also support the Christ-Centered Diversity Commitment which highlights our desire to treat all individuals as equal image-bearers of Jesus Christ through diversity, inclusion, justice and unity.

Updated (8/2025)