Facilities Coordinator

Job Description

Job Description

Description:

The Facilities Coordinator is responsible for supporting the day-to-day upkeep, cleanliness, and readiness of Ballet Arizona's facilities across two campuses.

This position is the on-the-ground point of contact for building conditions, routine maintenance, vendor visits, and daily/event/production readiness. The Facilities Coordinator works under the direction of the Director of Operations, who retains ownership of the facilities budget, capital projects, vendor contract negotiation, and regulatory compliance strategy. The Coordinator ensures those decisions are carried out reliably day to day and flags issues, risks, and emerging needs to the Director for decision-making.

Additionally, the Coordinator maintains a dotted-line reporting relationship with the Director of Production, who shares responsibility for facilities operations across campuses. 

Essential functions

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Building Operations

• Oversee the daily condition and functionality of Ballet Arizona's two campuses.
• Maintain administrative offices, rehearsal studios, classrooms, costume and scene shops, storage areas, production workspaces, and common areas.
• Ensure facilities are clean, functional, safe, and presentation-ready at all times.
• Coordinate scheduled repairs and maintenance visits to minimize disruption to classes, rehearsals, and performances.
• Walk both campuses regularly to identify maintenance needs and report them to the Director of Operations.

General Maintenance Duties

Perform routine, hands-on repairs and upkeep across both campuses, including:

• Changing lightbulbs and simple fixture repairs
• Minor drywall patching, touch-up painting, and cosmetic repairs
• Tightening, adjusting, or replacing door hardware, hinges, and locks 
• Assembling and repairing furniture and fixtures
• Hanging pictures, signage, mirrors, and barres
• Minor plumbing fixes (e.g., running toilets, clogged drains, faucet leaks) within skill level
• Basic carpentry and general handyman repairs as needed
• Escalate repairs requiring licensed trades (electrical, major plumbing, HVAC) to the Director of Operations for vendor scheduling.

Light Janitorial & Facility Supply Stocking

• Restock restroom and break room supplies (soap, paper towels, toilet paper) across both campuses
• Maintain inventory of and reorder facility supplies before they run out
• Perform light spot-cleaning and tidying between scheduled janitorial service visits
• Set up and reset furniture/supplies for classes, rehearsals, and events
• Empty and reset recycling/trash stations as needed between service days

Maintenance Tracking & Scheduling

Maintain a routine maintenance calendar and service log across both campuses covering:

• HVAC, plumbing, electrical, and lighting service visits
• Studio flooring, Marley dance floors, mirrors, and barres
• Elevators, fire alarm, sprinkler, and security systems 
• Landscaping, pest control, and parking lot upkeep
• Water filtration
• Track service histories and warranty information; alert the Director of Operations when a system shows signs of needing capital repair or replacement.

Studio Support

• Maintain professional dance studio environments, including flooring, mirrors, barres, lighting, and sound systems.
• Monitor studio temperature and humidity and report irregularities.
• Coordinate studio repair visits around rehearsal and school schedules.

Safety & Regulatory Coordination

• Scheduling required inspections (fire, elevator, backflow, fire extinguisher, emergency lighting) and maintaining inspection records
• Supporting scheduled safety drills
• Keeping emergency response plan documents current and accessible on-site
• Escalating any observed safety or code concerns to the Director of Operations promptly

Vendor Coordination

The Director of Operations owns vendor contracts, pricing negotiation, and contractor performance decisions. The Facilities Coordinator supports this by:

• Scheduling routine, pre-approved vendor visits (janitorial, landscaping, pest control, HVAC service calls)
• Providing on-site access and oversight during vendor visits
• Collecting quotes for small, routine items and passing them to the Director of Operations for approval
• Confirming completed work meets expectations before sign-off

Building Systems

• Monitor day-to-day operation of HVAC controls, access control, cameras, and lighting controls.
• Report system malfunctions to the Director of Operations and appropriate vendor/IT contact.

Event & Production Support

• Coordinate facility readiness before and after performances, events, rentals, and community programs.
• Set up and break down spaces in collaboration with Production staff.

Budget Support

• Track routine facilities expenditures (supplies, small repairs, service visits) against the budget set by the Director of Operations.
• Flag unusual or rising costs to the Director of Operations.

Inventory & Asset Management

• Maintain inventory of maintenance supplies, tools, furniture, office equipment, and keys/access cards.
• Keep accurate, up-to-date maintenance and equipment records.

Emergency Response

• Serve as the on-site point of contact for building issues (leaks, HVAC failures, alarms).
• Contact the appropriate vendor and notify the Director of Operations promptly.
• Serve as the first point of contact for after-hours facility alarm triggers. Escalate major incident decisions to the Director of Operations as needed.

Competencies

• Must demonstrate excellent interpersonal, written and verbal communication skills.
• Must possess a high level of digital literacy, be proficient in Microsoft Office applications, and be comfortable working with databases.
• Must work with meticulous attention to detail and a high degree of accuracy. 
• Must demonstrate a high-degree of integrity, dependability, accountability, confidentiality, and global fluency.
• Must demonstrate calm, practical problem-solving and critical thinking skills, and an ability to excel in a fast-paced, high-performance culture.
• Must be able to work independently. 
• Must be a strong collaborator and a team player.

Work environment

• Work is conducted primarily in an office setting and at partner sites in the community. Event support at the main office location, second campus location, and at external event sites is required.
• Some weekends, nights, or on-call work are required.

Physical demands

• Ability to lift up to 50 pounds
• Ability to climb ladders and work in mechanical rooms
• Ability to use hand and power tools for minor repairs
• Ability to walk extensively across both campuses throughout the day
• Availability for occasional evenings/weekends around performance and event schedules

Travel required

• Travel to and from external event sites (within Maricopa County) is required.  
• Must be willing and able to commute to and from the office and event sites on a regular basis. 

Required education and experience

• High school diploma or equivalent required
• 1-3 years of experience in facilities, building operations, maintenance coordination, or a related hands-on role
• Experience working across multiple sites or locations a plus
• Comfort coordinating with outside vendors and contractors under supervision
• Experience in a performing arts, education, or nonprofit environment a plus, but not required
• Working familiarity with:
• Basic hand and power tool use for minor repairs (drills, hand tools, ladders)
• Basic building systems (HVAC, plumbing, electrical) sufficient to identify and describe issues
• General safety and cleanliness standards
• Scheduling and organizing multiple ongoing tasks
• Proficiency with Microsoft Office (Outlook, Word, Excel); comfort learning maintenance-tracking or ticket tracking software.

Preferred education and experience

• College coursework or trade certification in a related field
• Experience in a performing arts, education, or nonprofit environment
• OSHA 10 Certification
• CPR/AED First Aid Certification

Work authorization/security clearance requirements

Applicants must be legally authorized to work in the United States.

Affirmative Action/EEO statement

Ballet Arizona provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.