Facilities Coordinator

Job Title: Facilities Coordinator Work Schedule: 230 Days/12 Months

Department: Facilities Comp. Schedule: Coordinator III

Reports to: Director of Facilities FLSA Status: Exempt

Accountability Objectives :

This position is responsible for providing direction, communication, and coordination of work for the Facilities Supervisor and all contractors by organizing and prioritizing responsibilities, resources, materials, and tasks . Responsibilities include, but are not limited to, developing and reviewing plans, implementing, scheduling, and monitoring preventative maintenance, prioritizing work orders, ordering, receiving, and staging materials, scheduling efficient and effective use of resources, and organizing and overseeing work assignments.

Essential Duties :

P reventive Maintenance Management

• Develops, maintains , and evaluates an effective preventive maintenance program for building systems and equipment to ensure optimal performance and extended equipment life.
• Schedules and tracks preventive maintenance activities using the district’s computerized maintenance management system (CMMS).
• Coordinates inspections of buildings and grounds to determine short and long-term maintenance needs.
• Identifies risks and system inefficiencies and recommends corrective action or mitigation strategies.
• Maintains accurate records of maintenance schedules, procedures, warranties, and equipment specifications.

Work Orders:
Coordination, KPIs, and Management

• Manages prioritization, scheduling, and completion of facility-related work orders performed by contractors to ensure timely and efficient service.
• Collaborates consistently with the Facilities Supervisor to coordinate and review all in- house work orders completed by Facilities Technicians.
• Communicates with staff and stakeholders regarding work order status, delays, or resource needs in a timely manner.
• Ensures accurate documentation of work performed in the district’s CMMS.
• Partners with the Director of Facilities to review and evaluate all Key Performance Indicators (KPIs) related to work orders, ensuring alignment with and achievement of annual performance goals.

Contracted Services Oversight

• Serves as the primary project coordinator for all outside contracted work involving buildings, grounds, and athletic facilities for day-to-day operations.
• Oversees contracted projects from initiation to closeout, ensuring work aligns with scope, safety, schedule, and quality standards.
• Performs site inspections to verify compliance with contracts, building codes, and district requirements.
• Maintains ongoing communication with contractors, vendors, inspectors, and district stakeholders throughout the life of each project.
• Identifies risks, tracks project status, reports delays or deficiencies, and documents lessons learned for future improvements.

Building, Energy, and Life Safety Systems

• Assists the Facilities & Energy Specialist, as needed, in monitoring, scheduling, and optimizing building automation systems, including but not limited to HVAC, lighting, and water heating.
• Supports the implementation and tracking of energy conservation measures.
• Reviews, updates, and monitors access and call lists for all building intrusion systems to ensure accuracy and reliability.
• Works with the fire marshal and building-level administrators to review and address inspection findings in a timely manner.

Procurement and Budget Support

• Assists in the development of the annual facilities maintenance budget by assessing equipment and service needs.
• Coordinates procurement of materials, equipment, and services, including preparing specifications and obtaining quotes or bids in accordance with district policy.
• Tracks expenditures and maintains purchasing records for preventive maintenance and contracted services.

Emergency and After-Hours Response

• Responds to emergency maintenance needs during and outside of regular work hours to minimize disruption and ensure safety.
• Coordinates contractor response to emergency repair needs as necessary.
• Provides regular status updates to the Director of Facilities on all emergency work until normal operations are fully restored.
• Coordinates with local municipalities to support…