Facilities Coordinator

Facilities Coordinator 

Position Overview

Job Title: Facilities Coordinator Department: Facilities

Direct Report: Director of Facilities FLSA status: Exempt

Position status: Full-time Classification: Staff

Salary Range: 60K–80K

POSITION SUMMARY

The Facilities Coordinator reports to the Director of Facilities and is responsible for supporting the day-to-day maintenance and operation of the facilities (building and grounds) at all locations. This role will provide strong project management, administrative, and coordination support to the Facilities team. The facilities coordinator will also oversee some staff. Some weekend, early morning, or after hours work will be required to support various events and happenings at the school. 

ESSENTIAL RESPONSIBILITIES:

Project Management & Tracking

• Assist the Director in planning and executing facility upgrades, repairs, renovations, and special projects.
• Maintain comprehensive project files, including blueprints, warranties, permits, and close-out documents.
• Coordinate facility needs for school events (e.g., graduation, board meetings, athletic events), including furniture set-up and HVAC scheduling. Work with mechanics, porters, and other staff to ensure events operate smoothly.
• Assist the Director in managing evacuation drills, lockdown drills, and other school-wide drills.
• Provide project management support for summer break maintenance work, winter break maintenance work, and other maintenance projects that happen during breaks.
• Other responsibilities as assigned

Administrative Operations

• Manage the school’s maintenance request system, assigning tasks to the team and following up to ensure completion.
• Create punch lists for maintenance, cleaning, and security staff to complete on regular schedules
• Maintain up-to-date records for fire safety, elevators, health department inspections, and OSHA compliance.
• Support the Director with staff-facing documents including the evacuation manual
• Manage the space rental process and collaborate with other departments to ensure rentals are successful and do not disrupt other programming.
• Manage the application for facilities related grants including DCAS and NPSE.
• Support the Director with the procurement and inventory of facility supplies, from cleaning materials to office furniture.
• Willingness to get various certifications such as S12, F07, and S95.
• Other responsibilities as assigned

Vendor & Contractor Coordination

• Serve as a point of contact for external vendors as needed.
• Assist in soliciting quotes for services, comparing bids, and drafting contracts for the Director’s review.
• Coordinate building access for contractors and ensure they adhere to school safety protocols while on campus.
• Be available in the case of a building emergency such as flooding, fire, or other significant event even if these events happen outside of typical work hours.
• Other responsibilities as assigned

PHYSICAL REQUIREMENTS:

The physical demands and work environment characteristics described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work in standard & non-standard office conditions and climate
• Frequently lift & move items/materials
• Occasional exposure to hazardous environments (mechanical/electrical spaces, construction sites, etc)

EQUAL EMPLOYMENT OPPORTUNITY POLICY 

Calhoun is committed to recruiting, hiring and supporting a diverse staff and welcomes applicants of all  gender, sexuality, religious, ethnic, racial and cultural identities. Calhoun does not unlawfully discriminate in employment opportunities or practices on the basis of one’s actual or perceived race; color; religion;  sex/gender (including gender identity); creed; sexual orientation; marital status; pregnancy; ethnicity; national origin, ancestry, age, and disability.

REQUIRED QUALIFICATIONS:

• 2–4 years of experience in facilities coordination and/or project management
• Tech literacy, particularly with google suite, spreadsheets, and various facilities software
• Excellent organizational skills

DESIRED QUALIFICATIONS:

• Bachelor's Degree (or higher degree) in a related field preferred
• Familiarity with building systems (HVAC, plumbing, electrical) is a plus, though the focus is administrative.
• Project management and affiliated course work & certifications
• Spanish proficiency, at least conversational
• Familiarity with an independent school setting