Facilities Assistant

POSITION OVERVIEW The Facilities Assistant provides on-site facilities support for Academy of Hope's Sycamore Campus. Reporting to the Director of Enterprise Services, this position serves as the primary day-to-day point of contact for staff facilities requests, maintains facility-related records and inventories, supports room and space readiness, and follows service requests through completion. The Sycamore building has established building facilities and engineering services. The Facilities Assistant complements those services by addressing routine site-specific needs within the position's scope and coordinating or escalating technical building matters to the Director of Enterprise Services, the building facilities team, or an approved vendor. This position does not independently perform building-engineer work or repairs to HVAC, electrical, plumbing, fire and life-safety, or other technical systems. ESSENTIAL FUNCTIONS AND RESPONSIBILITIES Facilities Service Requests and Staff Support Monitor the internal facilities ticketing system for Sycamore Campus requests and serve as the on-site point of contact for staff follow‑up. Review, categorize, prioritize, and respond to requests; complete routine support tasks within the role's scope and promptly elevate technical, safety‑sensitive, or vendor‑supported matters. Communicate status updates, expected next steps, delays, and completion information to requestors and the Director of Enterprise Services. Conduct routine walkthroughs of classrooms, offices, common areas, storage areas, and exterior access points to identify site‑specific needs and document follow‑up. Support a safe, clean, organized, accessible, and welcoming environment for learners, staff, visitors, and partners. Inventory Space and Daily Operations Maintain accurate furniture, key, facilities‑supply, and other assigned inventory records for the Sycamore Campus. Partner with Information Technology and other designated staff to enter and maintain facilities inventory information in Salesforce or other approved systems. Support room setups, resets, furniture placement, signage, deliveries, storage organization, and other routine facility‑specific logistics. Track keys and assigned facility assets in accordance with established authorization, issuance, return, and security procedures. Identify supply and equipment needs, support approved purchasing and receiving processes, and maintain orderly storage areas. Coordination Projects and Documentation Coordinate access, scheduling, logistics, and on‑site follow‑up for approved vendors and the building facilities team, as directed. Support seasonal projects, room refreshes, moves, capital projects, inspections, and punch‑list follow‑up with the facilities team. Document facilities responsibilities and recurring processes as Standard Hope Operating Procedures (SHOPs) and keep supporting records current. Maintain service logs, inventory records, project trackers, and related documentation to support continuity, accountability, and reporting. Identify workflow gaps and recommend practical improvements to facilities service, recordkeeping, communication, and response processes. Collaboration Communication and Accountability Meet regularly with Sycamore leadership and School Administrative Assistants to review site needs, open tickets, upcoming activities, and priorities. Partner with school leadership, operations staff, the building facilities team, Information Technology, and approved vendors to coordinate timely solutions. Provide regular updates to the Director of Enterprise Services and prepare monthly facilities activity and project‑status reports for staff. Escalate urgent safety, security, accessibility, or building‑condition concerns immediately in accordance with Academy of Hope procedures. Perform other duties reasonably related to the Facilities Assistant role and assigned by the Director of Enterprise Services. Qualifications Education: High school diploma or equivalent required. An associate's or bachelor's degree in business administration, operations, facilities management, or a related field is preferred. Experience Two to three years of experience in facilities support, operations, procurement, customer service, inventory, or project support; experience in a school or similar public‑serving environment is preferred. Experience using a service‑request or ticketing system and maintaining accurate records, logs, inventories, or databases. Experience developing or maintaining process documentation or standard operating procedures is preferred. Strong organization and time‑management skills, with the ability to manage multiple requests and shifting priorities. Strong written, verbal, and interpersonal communication skills and the ability to work effectively with staff, leadership, building personnel, and vendors. Proficiency with email, spreadsheets, databases, and other standard workplace technology. Sound judgment, attention to detail, customer‑service orientation, and the ability to work independently while recognizing when a matter requires escalation. Physical Demands Regularly stand and walk for extended periods while moving throughout classrooms, offices, hallways, common areas, storage spaces, and other campus locations. Frequently climb and descend stairs and travel between floors while responding to staff requests, conducting walkthroughs, and supporting projects. Frequently bend, stoop, squat, kneel, crouch, twist, and reach above shoulder level or below the waist. Occasionally crawl or work in low, confined, or difficult‑to‑access spaces to inspect an area, retrieve or place materials, or support routine facility‑specific tasks. Use step stools or ladders appropriate to the task and in accordance with established safety procedures. Push, pull, carry, position, or move furniture, boxes, supplies, equipment, and other materials; regularly lift or move up to 25 pounds and occasionally lift or move up to 50 pounds, with assistance or equipment when appropriate. Use hands and fingers for grasping, handling tools and materials, operating assigned equipment, typing, and completing detailed recordkeeping. Maintain the visual and auditory ability necessary to inspect spaces, identify hazards, read labels and work orders, communicate in person and by telephone, and respond to campus conditions. Sit and view computer screens for periods of time while managing tickets, records, reports, and communications. Working Conditions This is a primarily on‑site position assigned to the Sycamore Campus. Work is performed throughout an active school environment and may include classrooms, offices, common areas, storage areas, loading or receiving areas, and other building spaces. The position may encounter moderate noise, dust, odors, cleaning products, and temperature variations associated with routine facilities support and project activity. The employee must follow Academy of Hope safety procedures and may be required to adjust work priorities or hours to support scheduled projects, campus events, or urgent facility needs. Equal Employment Opportunity Statement AoH is an Equal Opportunity Employer and does not allow discrimination with respect to employment or any of the terms or conditions of employment because of actual or perceived race, color, religious creed, sex, national origin, ancestry, ethnicity, citizenship status, pregnancy, childbirth (or related medical conditions, including, but not limited to, lactation), physical disability, mental and/or intellectual disability, age, military status or status as a Vietnam‑era or special disabled veteran, marital status, registered domestic partner or civil union status, gender (including sex stereotyping and gender identity or expression), medical condition (including, but not limited to, cancer‑related or HIV/AIDS‑related), genetic information, sexual orientation, or any other characteristic protected by applicable federal, state, or local laws. 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