Facilities Coordinator

• Receive and review facilities-related work orders and service requests through the school's 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