Facility Coordinator

Job Title

Facility Coordinator

Job Description Summary

The Facilities Coordinator is responsible for coordinating the day-to-day maintenance, operational readiness, and overall appearance of the academy’s campus. This position supports the efficient operation of academic buildings, administrative offices, athletic facilities, common areas, and outdoor spaces to ensure a safe, clean, functional, and welcoming environment for students, faculty, staff, families, and visitors.

Working closely with the Director of Facilities, school administration, maintenance personnel, custodial teams, and outside vendors, the Facilities Coordinator helps manage work orders, preventive maintenance schedules, campus inspections, special events, and ongoing facility improvement projects.

Job Description

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a dynamic school environment where priorities can change quickly.

Essential Duties & Responsibilities

1. Daily Facilities Operations

• •Coordinate daily facilities activities to ensure buildings, classrooms, offices, restrooms, athletic spaces, and common areas are maintained in a safe and operational condition.
• •Conduct routine campus inspections to identify maintenance needs, safety concerns, cleanliness issues, and opportunities for improvement.
• •Monitor facility conditions and coordinate timely responses to maintenance requests, building deficiencies, and operational issues.
• •Assist with maintaining appropriate indoor temperatures, lighting, plumbing, and other basic building systems.
• •Ensure facility-related issues are communicated promptly to the appropriate personnel and escalated when necessary.
• •Support campus opening and closing procedures, including building access, room readiness, and operational checks as assigned.

2. Work Order & Preventive Maintenance Coordination

• •Receive, prioritize, assign, and track maintenance requests and work orders through the academy’s designated work order management system.
• •Coordinate preventive maintenance schedules for building systems, equipment, and campus infrastructure.
• •Follow up with maintenance staff and vendors to ensure work is completed accurately and within established timelines.
• •Maintain accurate records of completed work, outstanding requests, equipment service, and recurring facility issues.
• •Identify recurring maintenance concerns and communicate recommendations to the Director of Facilities.
• •Assist with tracking equipment inventories, warranties, service agreements, inspections, and maintenance documentation.

3. Campus Events & School Activities

• •Coordinate facilities preparation and logistical support for school events, including athletic competitions, performances, meetings, open houses, admissions events, and school celebrations.
• •Work with school administrators, faculty, coaches, and event coordinators to confirm room layouts, furniture requirements, equipment needs, and event schedules.
• •Coordinate setup, breakdown, and restoration of spaces following events.
• •Ensure event spaces are clean, safe, properly equipped, and ready for use according to established timelines.
• •Communicate schedule changes and special requirements to custodial, maintenance, and other operational teams.
• •Provide support during high-profile campus events and other activities requiring additional facilities coordination.

4. Vendor & Contractor Management

• •Coordinate vendor visits, contractor access, scheduled maintenance, and service appointments.
• •Confirm that vendors understand the scope of work, site requirements, access procedures, and applicable campus safety protocols.
• •Monitor work progress and verify that completed work meets expectations.
• •Maintain vendor service records, work documentation, and follow-up items.
• •Assist with obtaining quotes, tracking expenses, and coordinating small repairs and facility improvement projects.
• •Communicate vendor performance concerns or project delays to the Director of Facilities.

5. Safety, Security & Compliance

• •Help maintain a safe campus environment by identifying hazards, reporting deficiencies, and coordinating corrective actions.
• •Support routine safety inspections, fire and life safety inspections, emergency equipment checks, and other required facility reviews.
• •Maintain organized records of inspections, service reports, and corrective actions.
• •Assist with emergency preparedness and response activities, including weather-related events, water intrusion, power outages, and other facility emergencies.
• •Support snow and ice removal coordination, storm preparation, and monitoring of campus walkways, parking lots, entrances, and other high-traffic areas.
• •Follow established procedures related to building access, contractor check-in, student safety, confidentiality, and emergency response.
• •Immediately escalate significant safety concerns, building system failures, and emergencies to the appropriate leadership.

6. Administrative & Budget Support

• •Maintain accurate facilities documentation, work order records, schedules, inventories, and operational logs.
• •Assist with monitoring supply levels and coordinating the ordering of maintenance materials and operational supplies.
• •Track routine facility expenses, vendor invoices, and project costs as assigned.
• •Support the development and maintenance of preventive maintenance calendars, project schedules, and operational checklists.
• •Help identify opportunities to improve efficiency, reduce unnecessary expenses, and extend the useful life of campus assets.
• •Prepare routine updates regarding work order status, outstanding issues, upcoming projects, and facility priorities.

7. Teamwork & Customer Service

• •Establish positive working relationships with faculty, staff, administrators, students, families, and service providers.
• •Respond to facility requests in a professional, timely, and service-oriented manner.
• •Communicate clearly regarding work schedules, disruptions, building access, and expected completion times.
• •Collaborate with custodial, maintenance, grounds, security, athletics, and event personnel to maintain consistent campus standards.
• •Demonstrate flexibility and sound judgment when responding to competing priorities in a school environment.
• •Maintain discretion and professionalism when working around students and confidential school activities.

Qualifications & Experience

• •High school diploma or equivalent required; associate degree, technical training, or relevant facilities-related education preferred.
• •Two or more years of experience in facilities coordination, building operations, maintenance administration, property management, or a related field preferred.
• •Basic knowledge of building systems, including HVAC, plumbing, electrical systems, lighting, and general building maintenance.
• •Experience coordinating work orders, preventive maintenance, contractors, vendors, or facility projects.
• •Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• •Excellent written and verbal communication skills.
• •Proficiency with Microsoft Office applications, including Outlook, Excel, and Word.
• •Experience using a computerized maintenance management system (CMMS) or work order platform preferred.
• •Ability to work independently while collaborating effectively with a diverse team.
• •Ability to respond to after-hours emergencies and support special events as required.
• •Must meet applicable school employment, background screening, and student-safety requirements.

Preferred Skills & Competencies

• •Strong attention to detail and follow-through.
• •Proactive problem-solving and sound decision-making.
• •Effective time management and prioritization.
• •Customer service and relationship-building skills.
• •Basic project coordination and documentation skills.
• •Ability to read and follow work orders, maintenance reports, equipment documentation, and buil