Administrative Coordinator - Facilities

Facilities Coordinator

Mitchell Hamline School of Law is seeking to hire a full-time Facilities Coordinator. This position coordinates day-to-day facilities operations and campus event support, working with the Director of Facilities and Security to help ensure campus buildings and grounds are safe, clean, functional, and prepared for students, faculty, staff, and visitors. Responsibilities include coordinating daily work assignments for facilities and custodial staff, monitoring work orders and building needs, coordinating event setups, maintaining facilities inventories and records, and assisting with vendors and routine facilities projects.

The position requires strong organizational, customer service, problem-solving, and communication skills and the ability to independently prioritize changing operational needs.

Essential Duties and Responsibilities:

• Daily Facilities Coordination:
• Coordinate daily work assignments and workflow for custodial and maintenance staff in partnership with the Director of Facilities and Security.
• Monitor work completion and adjust priorities based on campus needs, events, staffing, and service requests.
• Building & Grounds:
• Conduct routine inspections of campus buildings and grounds to identify cleanliness, maintenance, safety, and operational needs.
• Coordinate follow-up on identified issues and escalate significant concerns to the Director.
• Work Order Coordination:
• Monitor and coordinate facilities work orders and service requests.
• Assign or route requests as appropriate, track progress, and follow up with campus customers to ensure requests are addressed.
• Event Planning & Execution:
• Coordinate facilities support for campus events, including room setups and breakdowns, furniture and equipment placement, parking, signage, and other facilities-related needs.
• Coordinate with event organizers, Security, Information Technology, and other departments as needed.
• Vendor Coordination:
• Assist with scheduling and coordinating vendors and contractors performing routine maintenance, repairs, inspections, and other facilities services.
• Provide vendors with appropriate campus access and communicate scheduling and operational needs.
• Inventory & Supplies Management:
• Maintain inventory records for facilities equipment, materials, cleaning supplies, furniture, and other departmental resources.
• Monitor inventory levels and coordinate ordering as needed.
• Facilities Records & Scheduling:
• Maintain facilities schedules, service records, inventory logs, vendor information, and other departmental documentation.
• Space & Campus Support:
• Assist with office moves, furniture placement, room configurations, and other campus space needs.
• Project Support:
• Assist the Director with facilities projects by coordinating schedules, gathering information, communicating with campus partners and vendors, and monitoring assigned project tasks.
• Customer Service:
• Serve as a point of contact for routine facilities requests and questions from faculty, staff, students, visitors, and other members of the School community.
• Communicate service updates, interruptions, and changes as appropriate.

Secondary job activities:

• Provide operational coordination during staffing shortages by reprioritizing work, communicating service impacts, and escalating coverage needs to the Director.
• Coordinate facilities response to urgent building, event, or operational needs.
• Coordinate seasonal facilities activities, including snow removal and grounds services, with employees and/or vendors.
• Attend department and other meetings as needed.
• Provide instruction regarding daily work assignments, schedules, procedures, and facilities processes.
• Perform other duties and responsibilities consistent with the scope of the position as requested or required.

Knowledge, Skills and Abilities:

• Strong verbal, written, and interpersonal communication skills.
• Strong organizational, time-management, and prioritization skills.
• Demonstrated problem-solving skills and sound judgment.
• Ability to independently prioritize time-sensitive needs while balancing ongoing operational responsibilities.
• Ability to coordinate daily work assignments and communicate priorities clearly to facilities and custodial staff.
• Ability to monitor work completion and follow up on outstanding needs.
• Ability to identify facilities, cleanliness, safety, and operational concerns and appropriately address or escalate them.
• Ability to manage multiple priorities in an environment with frequent interruptions and changing needs.
• Strong attention to…