Facilities Coordinator

this position is responsible for providing communication and coordination of work for the facilities department and all contractors by organizing and prioritizing responsibilities, resources, materials, and tasks. Responsibilities include, but are not limited to, scheduling and monitoring preventative maintenance fleet and facilities, fleet training, prioritizing work orders, ordering, receiving, and staging materials, scheduling efficient and effective use of resources, and organizing and overseeing work assignments to include administrative work.

This position reports to the operations manager.

• schedules and tracks preventive maintenance activities including fleet.
• assists with coordinating inspections of buildings, annual inspections, and grounds to determine short and long‑term maintenance needs.
• identifies safety risks and system inefficiencies and recommends corrective action or mitigation strategies to the operations manager.
• maintains accurate records of maintenance schedules, procedures, warranties, and equipment specifications.

• assists with management prioritization, scheduling, and completion of facility‑related work orders performed by contractors to ensure timely and efficient service.
• collaborates consistently with the operations manager to coordinate and review all in‑house work orders completed by facilities.
• assists with communication with staff and stakeholders regarding work order status, delays, or resource needs in a timely manner.
• assists with ensuring accurate documentation of work performed.
• partners with the operations manager to review and evaluate all key performance indicators (kpis) related to work orders, ensuring alignment with and achievement of annual performance goals.

• assists with the coordination of all outside contracted work involving buildings, grounds, and athletic facilities for day‑to‑day operations.
• assists with overseeing contracted projects from initiation to closeout, ensuring work aligns with scope, safety, schedule, and quality standards.
• assists with maintaining ongoing communication with contractors, vendors, inspectors, and district stakeholders throughout the life of each project.

• assists the operations manager, as needed, in monitoring, scheduling, and optimizing building automation systems, including but not limited to hvac, lighting, security, safety equipment, and water heating.
• reviews, updates, and monitors access and call lists for all building intrusion systems to ensure accuracy and reliability.

• assists in the development of the annual facilities maintenance budget by assessing equipment and service needs.
• coordinates procurement of materials, equipment, and services, including preparing specifications and obtaining quotes or bids in accordance with district policy.
• tracks expenditures and maintains purchasing records for preventive maintenance and contracted services.

• may respond to emergency maintenance needs during and outside of regular work hours to minimize disruption and ensure safety.
• coordinates contractor response to emergency repair needs as necessary.
• provides regular status updates to the operations manager on all emergency work until normal operations are fully restored.

• performs other duties assigned by the operations manager.
• maintenance and repairs: performs routine maintenance tasks, minor repairs, and coordinates with external contractors for larger maintenance projects.
• safety compliance: monitors safety protocols, identifies hazards, and ensures compliance with health and safety regulations.
• inventory management: tracks and manages supplies, equipment, and assets, ordering new supplies as needed.
• support services: assists with setting up meeting rooms and events and responding to requests from employees or tenants.
• communication: acts as a point of contact for staff reporting facilities issues and requests, maintaining good communication with all stakeholders.

• a high school diploma or…