Key Control Process Specialist
About The Position
Facilities Operations Specialist 3 (S3) is responsible for managing key control operations and processes and serves as the primary backup for other LKS managers (Lockshop, ACAMS) during their absence. This role oversees the SimpleK application and its data, manages contractor agreements, oversees annual renewals and validation for authorized signers, ensures adherence to records retention policies, conducts risk assessments, and maintains internal audit compliance. The S3 also manages key rings and related processes, Police and Fire Key boxes, and ensures overall data integrity for SimpleK, Smartsheets, user activity logs, and digital records. This position supports key control personnel with customer communications and workflow oversight, and provides support for the CMS work order system. The Facilities Operations Specialist 3 develops process documentation for the LKS team, leads and assists other LKS managers with process improvement initiatives, delivers training to LKS staff, and contributes to the daily operations of all LKS teams. The Facilities Operations Specialist attends meetings and provides guidance to LKS staff, FOD personnel, and customers to promote excellent customer service and teamwork. The role also assists customers with issues related to locks, lock changes, door hardware, security system hardware, electronic hardware, and building codes pertaining to building egress and life safety. Working hours are Monday through Friday from 7:00 a.m. to 3:30 p.m., with potential changes in shifts, hours, days, and/or locations as required by operational needs. The position may require work during non-business hours and is subject to 24-hour emergency call-in. This position is designated as an essential role.
Requirements
- Bachelor’s degree or equivalent experience.
- 4 years of relevant experience required.
Nice To Haves
- 4–8 years of relevant experience preferred.
- Strong knowledge of key control systems and processes.
- Experience with SimpleK, Smartsheets, and DocuSign.
- Excellent communication and customer service skills.
- Ability to manage multiple projects and meet deadlines.
- Strong attention to detail and commitment to data integrity.
Responsibilities
- Managing key control operations and processes
- Serving as the primary backup for other LKS managers (Lockshop, ACAMS) during their absence
- Overseeing the SimpleK application and its data
- Managing contractor agreements
- Overseeing annual renewals and validation for authorized signers
- Ensuring adherence to records retention policies
- Conducting risk assessments
- Maintaining internal audit compliance
- Managing key rings and related processes
- Managing Police and Fire Key boxes
- Ensuring overall data integrity for SimpleK, Smartsheets, user activity logs, and digital records
- Supporting key control personnel with customer communications and workflow oversight
- Providing support for the CMS work order system
- Developing process documentation for the LKS team
- Leading and assisting other LKS managers with process improvement initiatives
- Delivering training to LKS staff
- Contributing to the daily operations of all LKS teams
- Attending meetings and providing guidance to LKS staff, FOD personnel, and customers to promote excellent customer service and teamwork
- Assisting customers with issues related to locks, lock changes, door hardware, security system hardware, electronic hardware, and building codes pertaining to building egress and life safety
Benefits
- Eligible Ohio State employees receive comprehensive benefits packages, including medical, dental and vision insurance, tuition assistance for employees and their dependents, and state or alternative retirement options with competitive employer contributions.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
