Facilities Coordinator

Department: Facilities
Reports To: Director of Facilities / Facilities Manager
Employment Type: Full-Time

The Facilities Coordinator provides administrative and operational support to the schools Facilities Department and serves as a key point of contact for work orders service requests scheduling and day-to-day departmental coordination.

This position is responsible for receiving organizing prioritizing and assigning work orders to the appropriate Facilities Maintenance Custodial Grounds or other designated team members. The Facilities Coordinator will monitor the status of requests follow up on outstanding work maintain accurate records and ensure that service requests are addressed in a timely and professional manner.

The ideal candidate is highly organized detail-oriented responsive and comfortable managing multiple priorities in a fast-paced school environment. This individual should have strong communication and administrative skills and be able to work effectively with facilities staff school administrators faculty employees vendors and contractors.

• Competitive salary and benefits package.
• Paid time off
• Paid holidays
• Benefits

Click here for more benefits information

or copy this link: available in AR.

• Receive and review facilities-related work orders and service requests through the schools designated work order/CMMS system email phone or other communication channels.
• Evaluate incoming requests and determine the appropriate department trade or team member to handle each request.
• Assign work orders to maintenance technicians custodial staff grounds personnel or other appropriate team members.
• Prioritize requests based on urgency safety operational impact and school needs.
• Monitor open work orders and follow up with assigned employees to ensure timely completion.
• Update work order statuses and maintain accurate documentation.
• Escalate urgent overdue or complex requests to the Facilities Manager or Director of Facilities.
• Identify recurring issues and communicate trends to Facilities leadership.

• Provide day-to-day administrative support to the Facilities Department.
• Maintain department records schedules work order reports employee information vendor documentation and other facilities-related records.
• Prepare spreadsheets reports schedules and presentations as needed.
• Assist with tracking department expenses invoices purchase orders and service contracts.
• Assist with scheduling preventative maintenance inspections repairs and vendor visits.
• Maintain calendars and coordinate meetings appointments and facilities-related activities.
• Assist with maintaining documentation related to building inspections permits certifications and compliance requirements.
• Assist Facilities leadership with special projects and departmental initiatives.

• Coordinate daily assignments and communicate priorities to Facilities team members.
• Assist with scheduling coverage for maintenance custodial grounds and other facilities functions.
• Communicate changes in priorities schedules and assignments to the appropriate employees.
• Follow up with team members regarding incomplete or outstanding assignments.
• Help ensure that work is distributed efficiently based on employee responsibilities skills availability and workload.
• Support the Facilities Manager/Director in maintaining an organized and efficient department.

• Serve as a professional and responsive point of contact for faculty staff administrators and other school personnel regarding facilities requests.
• Communicate updates regarding work orders and service requests.
• Respond to questions and concerns in a timely and professional manner.
• Coordinate communication between school departments and Facilities personnel.
• Maintain a customer-service-oriented approach while balancing competing priorities.

• Assist with scheduling and coordinating vendors and contractors.
• Communicate access requirements schedules and site information to vendors.
• Maintain vendor contact information and service records.
• Assist with tracking vendor work orders and ensuring completed work is documented.
• Escalate vendor issues or delays to Facilities leadership.

• High school diploma or equivalent required; associate degree or additional education in business administration facilities management operations or a related field preferred.
• 2 years of experience in facilities maintenance property management operations administration dispatching or a related field preferred.
• Experience working with work order CMMS ticketing or service request systems preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to maintain accurate records.
• Ability to prioritize multiple requests and manage competing deadlines.
• Strong computer skills including Microsoft Office Outlook Excel and related administrative systems.
• Ability to communicate effectively with employees at all levels of an organization.
• Previous experience in a school university healthcare hospitality property management or commercial facilities environment is a plus.

Candidates with experience in any of the following environments are encouraged to apply:

• K-12 schools or higher education
• Facilities management
• Property management
• Commercial building operations
• Healthcare facilities
• Hospitality
• Maintenance/service companies
• Construction or building services
• Dispatch or service coordination
• CMMS/work order administration

• Work Order Management
• Scheduling & Coordination
• Administrative Support
• Dispatching
• Customer Service
• Microsoft Excel
• CMMS / Facilities Management Systems
• Vendor Coordination
• Organization & Time Management
• Problem Solving
• Communication
• Attention to Detail
• Multitasking