Administrative Coordinator - Facilities

Public Health Law Center, Inc.; Saint Paul (MN); On-site; USD 34,000 - 41,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Life/AD&D insurance (MHSL pays for)

Optional Life Insurance

Disability Benefits (MHSL pays for)

Generous Holidays and Winter Break

403(b) Retirement plan (MHSL match)

Employee Assistance Program (EAP)

Competitive compensation package

Job summary

Mitchell Hamline School of Law is seeking a full-time Facilities Coordinator to oversee day-to-day facilities operations and campus event support, in collaboration with the Director of Facilities and Security. Responsibilities include scheduling staff, monitoring work orders, coordinating event setups, and maintaining inventories and records for a safe, clean, and functional campus.

The role requires strong organization, customer service, problem-solving and communication skills, with the

Qualifications

• High school diploma or equivalent.
• Three years of experience in facilities operations, property management, facilities coordination, event operations, building services administration, or a related field.
• Experience coordinating schedules, work assignments, projects, events, or other operational activities.
• Proficiency with standard office technology and ability to learn facilities-related systems and software.

Responsibilities

• 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.
• Conduct routine inspections of campus buildings and grounds; identify cleanliness, maintenance, safety, and operational needs.
• Coordinate facilities work orders and service requests; assign or route requests and track progress.
• Coordinate facilities support for campus events, including room setups and breakdowns, parking, signage, and equipment.
• Assist with scheduling vendors and contractors for routine maintenance and repairs.

Skills

Communication

Organization

Problem-solving

Customer service

Time management

Prioritization

Record keeping

Facilities software

Education

High school diploma

Associate degree preferred

Tools

Work-order software

Scheduling software

Inventory software

Event-management software

Job description

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 elevate 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 elevate them.
• Ability to manage multiple priorities in an environment with frequent interruptions and changing needs.
• Strong attention to detail and follow-through.
• Strong customer service skills and ability to interact effectively with faculty, staff, students, visitors, vendors, and contractors.
• Ability to coordinate event and space needs with multiple departments and stakeholders.
• Ability to maintain accurate records, schedules, inventories, and other operational information.
• Ability to use or learn work-order, scheduling, event-booking, inventory, and related software.
• Ability to work independently and collaboratively as part of a team.
• Interest in contributing to a welcoming and respectful environment.

Minimum Qualifications:

• High school diploma or equivalent.
• Three years of experience in facilities operations, property management, facilities coordination, event operations, building services administration, or a related field.
• Experience coordinating schedules, work assignments, projects, events, or other operational activities.
• Proficiency with standard office technology and ability to learn facilities-related systems and software.

Preferred Qualifications:

• Associate degree or specialized training in facilities management, business, operations, or a related field.
• Experience working in higher education, nonprofit, commercial property, or a similarly complex facilities environment.
• Experience coordinating the work of custodial, maintenance, facilities, or other operational teams.
• Experience coordinating campus, conference, or other complex events.
• Experience working with vendors and service contractors.
• Experience using work-order, scheduling, inventory, or event-management software.

Pay Range

The anticipate pay range for this position is $25 -$30 per hour, depending on qualifications and experience.

Benefits

• Health insurance
• Dental insurance
• Life/AD&D insurance (MHSL pays for)
• Optional Life Insurance
• Disability Benefits (MHSL pays for)
• Generous Holidays and Winter Break
• 403(b) Retirement plan (Generous MHSL match)
• Employee Assistance Program (EAP)
• Competitive compensation package

Mitchell Hamline School of Law does not discriminate in employment on the basis of race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service or other non-merit factor.

Notice of Nondiscrimination re: Title IX Sex Discrimination

Mitchell Hamline School of Law prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions about sex discrimination or harassment to the Title IX Coordinator. The notice of nondiscrimination and information about reporting concerns is located on our website (https://mitchellhamline.edu/students/title-ix/).