Facilities Coordinator

Job Summary The Facilities Coordinator supports the Director of Operations in managing the daily functions, safety, and upkeep of all district facilities and grounds. This position coordinates maintenance, custodial, and grounds operations; ensures timely inspections and preventative maintenance; manages vendor relationships; and helps ensure that all district facilities are clean, safe, efficient, and supportive of student learning. The Facilities Coordinator plays a key leadership role in organizing people, projects, and resources to achieve high standards of operational excellence and compliance across all schools and facilities in the district. Key Responsibilities Operations and Maintenance Coordination Plan, schedule, and oversee daily activities for custodial, maintenance, and grounds staff to ensure efficient operations across all district buildings. Coordinate and track all work orders, preventative maintenance requests, and repairs through the district's maintenance system. Conduct regular inspections of buildings, classrooms, athletic fields, and grounds to ensure safety, cleanliness, and functionality. Ensure the timely completion of all preventative maintenance and safety inspections, including fire, boiler, playground, HVAC, and environmental systems. Support the Director of Operations in developing short- and long-term facility and maintenance plans. Vendor and Contract Management Coordinate contracted vendors for maintenance, custodial, and repair services including HVAC, plumbing, electrical, snow removal, and landscaping. Maintain up-to-date records of contracts, insurance certificates, warranties, and service schedules. Monitor vendor performance to ensure timely completion and quality of work. Budget and Purchasing Support Assist in the development of budgets for maintenance, custodial, and grounds operations. Prepare and track purchase orders for supplies, materials, and contracted services. Reconcile invoices and assist with the timely payment of facilities-related expenses. Safety and Compliance Maintain compliance with all applicable state, local, and federal safety regulations, including OSHA, ADA, and environmental standards. Maintain all required documentation for inspections, permits, and safety certifications. Ensure that the use of school facilities complies with district and Board policies. Support emergency preparedness, safety planning, and coordination with local authorities. Leadership and Team Development Provide direct support and leadership to maintenance, custodial, and grounds staff; assist with scheduling, communication, and problem-solving. Promote a culture of collaboration, accountability, and continuous improvement within the operations team. Support training and professional development opportunities for facilities personnel. Communication and Customer Service Serve as a key point of contact for principals, staff, and outside agencies regarding facilities and maintenance requests. Communicate effectively and professionally with school administrators, vendors, and community members. Prepare and maintain clear records, reports, and communications related to facilities operations. Qualifications Associate's degree in Facilities Management, Business Administration, or related field; Bachelor's degree preferred. Minimum of 3-5 years of experience in facilities, maintenance, or operations coordination, preferably in a school district or public‑sector environment. Demonstrated ability to manage people, vendors, and multiple projects simultaneously. Working knowledge of building systems, custodial operations, and grounds maintenance. Strong organizational, communication, and problem‑solving skills. Proficiency in Google Workspace (Docs, Sheets, Calendar) and maintenance tracking or financial systems (e.g., Apta Fund). Ability to interpret and apply safety codes, standards, and regulations. Demonstrated ability to work collaboratively and maintain composure under pressure. Commitment to diversity, equity, and inclusion in all aspects of leadership and decision‑making. Physical Requirements Ability to sit or stand for extended periods. Ability to travel between district sites as needed. Ability to lift up to 25 pounds occasionally. Ability to use standard office equipment and maintenance management tools. Core Competencies Organized Approach: Effectively manages time, resources, and priorities. Leadership: Inspires teamwork, accountability, and a commitment to quality service. Communication: Clearly conveys information to staff, administrators, and vendors. Problem Solving: Identifies issues, develops practical solutions, and follows through. Customer Focus: Provides responsive and courteous service to all stakeholders. Calm Under Pressure: Maintains professionalism during emergencies or high‑demand periods. Equity and Inclusion: Demonstrates inclusive practices in all aspects of operations. Terms of Employment Non-Union, hourly position with benefits established by the Superintendent and approved by the Board of Directors. #J-18808-Ljbffr