Facilities Coordinator

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2 days ago Requisition

Collegiate School seeks a Facilities Coordinator to provide administrative and operational coordination for the Facilities Department.

This position will assist visitors and handle incoming calls while coordinating department records, data analysis, work orders, inventory, financial tracking, and process improvements. The role requires strong organization, critical thinking, independent problem-solving, and a willingness to learn facilities operations.

This is a full-time 12-month position reporting directly to the Director of Facilities Management.

General

Responsibilities include:

• Provide administrative, operational, and coordination support for Facilities Department activities and functions.
• Manage the Computerized Maintenance Management System (CMMS), including entering, tracking, and closing work orders, maintaining accurate records, monitoring preventive maintenance, and generating reports.
• Demonstrate proficiency in spreadsheet software, including Microsoft Excel and Google Sheets, with the ability to organize, review, and analyze data, maintain accurate records, and develop reports to support departmental operations and decision-making.
• Collaborate with the Director of Facilities Management and Facilities Supervisors to identify operational and administrative inefficiencies, recommend solutions, and improve departmental processes and procedures.
• Assist the Director of Facilities Management with departmental financial oversight, including budget planning and monitoring, expense tracking, invoice processing, and financial reporting.
• Coordinate and maintain vendor contracts, service agreements, proposals, and related documentation under the direction of the Director of Facilities Management.
• Handle daily Facilities front-office operations, including checking in visitors, answering and directing calls, and performing general administrative tasks.
• Perform general clerical duties to include, but not limited to, ordering office supplies, copying, mailing, laminating, file management and organization.
• Perform other necessary Facilities duties, as assigned.

Successful candidates will possess the following qualifications and competencies:

• At least 3 years of administrative support, office coordination, or related experience.
• Excellent attention to detail, including the ability to validate data, identify errors, and maintain reliable records.
• Demonstrated working knowledge, skills and expertise in time management, organization, data entry skills, due diligence and administrative functions.
• Demonstrated proficiency in Microsoft Excel, including spreadsheets, formulas, data organization, sorting/filtering, and basic reporting; strong working knowledge of cloud-based systems, word processing, and Windows applications.
• Ability to handle multiple tasks and work independently.
• Demonstrated critical-thinking and problem-solving skills, with the ability to prioritize competing requests, investigate discrepancies, exercise sound judgment, and
  * escalate issues appropriately.*
• Ability to understand and work with basic financial information, including budgets, expenditures, invoices, purchase orders, and numerical reports.
• Strong organizational skills and willingness to support team needs, learn new software and facilities concepts, and improve existing processes.
• Excellent verbal communication and listening skills, with attention to clarity and detail.
• Excellent reading, writing and comprehension skills.
• Valid Virginia driver's license.
• Experience working within a Facilities team: familiarity with building systems, facilities equipment, maintenance terminology and common supplies or materials.
• Experience reviewing vendor invoices, quotes, service agreements, or contracts; supporting budget development or expense analysis.
• Intermediate or advanced Excel capabilities, including lookup functions, pivot tables, data validation, and report development.

It is critical that candidates demonstrate a commitment to the School’s Core Values and Mission

HONOR

Personal integrity and devotion to the truth, which make one trustworthy, forthright, responsible and fair.

LOVE OF LEARNING

A creative spirit that promotes intellectual and personal growth through exploration, inquiry and openness to change.

EXCELLENCE

A sustained commitment to meeting high standards of character, achievement and personal…