Facilities Project Coordinator

Location: Greensboro, NC

Job : 186

# of Openings: 1

The Facilities Project Coordinator serves as a key operational and administrative partner within the Facilities Department. This position is responsible for managing day-to-day administrative operations while supporting facilities-related projects in coordination with Facilities Project Managers, maintenance staff, and external vendors. The role requires a combination of administrative expertise, project coordination skills, and working knowledge of facilities maintenance and general contractor trades.

The Facilities Project Coordinator exercises independent judgment, manages multiple priorities, and ensures the accurate flow of information, documentation, and work order activity across the department. This position reports to the Executive Director of Facilities and supports campus-wide facilities and operations initiatives.

• Manage daily administrative operations of the Facilities Office to ensure efficient workflow and timely communication.
• Serve as the primary point of contact for facilities-related inquiries, work orders, and service requests.
• Maintain accurate electronic and physical records related to work orders, projects, vendors, contracts, and purchasing.
• Prepare correspondence, reports, forms, and project documentation using Office 365 and departmental systems.
• Support staff scheduling, assignments, and coordination of Facilities personnel as needed.
• Process purchase requests, invoices, and basic accounting documentation related to Facilities operations in accordance with College policies.

• Support Facilities Project Managers by tracking project timelines, milestones, deliverables, documentation, and task assignments.
• Assist with coordinating small- to mid-scale facilities projects from initiation through completion.
• Maintain project logs, dashboards, status updates, and reports for leadership review.
• Utilize computerized maintenance management systems (CMMS), project management tools, and work order platforms to monitor progress and identify potential issues.
• Assist with bid requests, vendor quotes, and scope documentation for facilities-related work.
• Support all phases of the project lifecycle, including initiation, planning, execution, monitoring, and closeout.
• Support project closeout activities, including documentation, final invoices, and post-project review.
• Assist in the development, maintenance, and standardization of standard operating procedures (SOPs) and departmental documentation.

• Apply working knowledge of general contractor trades (HVAC, plumbing, electrical, carpentry, and general maintenance) to:
  • Communicate effectively with maintenance staff and external contractors.
  • Review and interpret work orders, project scopes, and vendor estimates.
  • Assist in prioritizing maintenance requests and escalating issues appropriately.
• Coordinate vendor access, scheduling, and follow-up for maintenance and repair activities.
• Conduct basic site walkthroughs or assessments in support of project planning and execution.

• Ensure compliance with College safety, risk management, and operational policies.
• Report accidents, incidents, and safety hazards in a timely manner.
• Participate in required safety meetings, training sessions, and professional development opportunities.
• Perform other duties as assigned to support departmental and institutional goals.

• Strong administrative, organizational, and time-management skills.
• Proficiency in Office 365 with the ability to learn new systems, including computerized maintenance management systems (CMMS), project management platforms, and work order systems.
• Ability to manage multiple priorities and exercise sound judgment with minimal supervision.
• Working knowledge of facilities maintenance operations and general contractor trade terminology.
• Strong written and verbal communication skills with the ability to interact professionally across all levels of the organization.
• Demonstrated ability to coordinate projects, track progress, and meet deadlines.
• High level of professionalism, discretion, and ethical conduct.
• Flexibility to work evenings, weekends, or holidays as operational needs require.

Required:

• High School Diploma, GED, or equivalent experience
• Minimum of 3–5 years of progressively responsible experience in administrative operations, facilities support, project coordination, or a related field

Preferred:

• Associate’s degree or higher in Business Administration, Facilities Management, Construction Management, or a related area
• Experience working in facilities, construction, maintenance, or higher education environments.
• Prior experience supporting facilities or operations-focused projects.