Facilities Coordinator

Job Description

Job Description

Overview

Facilities Coordinator

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

Position Summary

The Facilities Coordinator provides administrative and operational support to the school’s 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.

Responsibilities

Work Order & Service Request Management

• 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.

Administrative Support

• 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.

Team Coordination

• 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.

School & Customer Service

• 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.

Vendor & Contractor Coordination

• 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.

Qualifications

• 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.

Preferred Experience

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

Key Skills

• 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