Buildings and Grounds Administrative Coordinator

Greenacres Foundation; Cincinnati (OH); On-site; USD 42,000 - 57,000; Full time

Benefits offered by this job

Generous PTO

Paid Holidays

Medical/Dental/Vision

Retirement plan

Disability Insurance

Training & development

Job summary

Greenacres Foundation is seeking an Buildings & Grounds Administrative Coordinator to support the Director and team across facilities, grounds, and construction projects at Greenacres campuses in Ohio and Indiana. You will manage records, schedules, and vendor relationships while coordinating purchasing and invoicing.

The role requires strong organizational skills, the ability to multitask, and willingness to travel between Greenacres sites.

Qualifications

• 2–4 years of administrative coordination or related experience.
• Experience supporting construction, facilities, or landscaping projects is preferred.
• Strong organizational and time-management skills with attention to detail.
• Proficient in written and verbal communication with vendors and leadership.
• Comfortable managing multiple projects and deadlines simultaneously.
• Ability to travel to Greenacres sites as needed.
• Valid driver’s license and ability to pass background checks.

Responsibilities

• Provide administrative and operational support to the Director of Buildings & Grounds and supervisors.
• Maintain department records, schedules, contracts, permits, warranties, and docs.
• Coordinate communication and information flow across teams.
• Manage facilities, grounds, construction, maintenance, and special projects.
• Track work orders, timelines, budgets, and priorities for timely completion.
• Maintain project management systems and provide updates to leadership.
• Coordinate purchasing and invoicing with the Purchasing Manager.
• Liaise with contractors, vendors, and service providers.
• Oversee records related to buildings, grounds, equipment, and vehicles.
• Provide support for special projects, events, and remote properties.
• Assist other departments per Greenacres mission and goals.

Skills

Administrative coordination

Project coordination

Construction

Facilities management

Property management

Landscaping

Purchasing

Microsoft Office

Project management software

Communication skills

Tools

Microsoft Office

Project management software

Work order software

Job description

Greenacres Foundation offers a variety of experiences for everyone. Our campuses are living classrooms, where programming can explore the natural environment, horsemanship, the arts, and generative agriculture. Whether it's an educational field trip, fun summer camps, farm-fresh products or events which blend learning and celebration, a quality experience awaits every guest. Our team at Greenacres is passionate and dedicated to our Mission and brings inspiration to all our endeavors.

Our unwavering commitment shines through in how we embrace our operating values - Grace, Generative, Giving, Good Neighbor Policy, and Green. Our team always aims for excellence, prioritizing Quality, Quality, Quality (QQQ) in every endeavor. We thrive in a collaborative environment where teamwork leads to achievements. More than a workplace, Greenacres is a career, a lifestyle and a place to wholeheartedly embrace the Mission and Values set forth by our visionary Founders, Louis and Louise Nippert. Here, dedication isn't just a requirement; it's a way of life.

Summary:

The Buildings & Grounds Administrative Coordinator provides administrative, organizational, and project coordination support to the Director of Buildings & Grounds and the Buildings & Grounds team. This position helps coordinate the administrative needs associated with facilities, grounds, construction, landscaping, equipment, vendors, and special projects across Greenacres properties.

This position is ideal for someone who enjoys working in a hands-on environment, is highly organized, follows through on details, and can manage many moving pieces at once. The individual should be comfortable communicating with contractors, vendors, employees, and leadership and should have an interest in learning the construction, facilities, landscaping, and special projects environment.

Responsibilities:

• Provide administrative and operational support to the Director of Buildings & Grounds and department supervisors.
• Maintain organized department records, schedules, contracts, permits, warranties, and other essential documentation.
• Coordinate communication, follow-up, and information flow across the Buildings & Grounds department and other Greenacres teams.
• Coordinate the administrative management of facilities, grounds, construction, maintenance, and special projects.
• Track work orders, project timelines, budgets, expenses, and priorities to support timely and successful completion.
• Maintain project management systems and provide leadership with accurate project updates and information.
• Coordinate purchasing, invoicing, and financial administration for department operations and projects in partnership with the Purchasing Manager.
• Support relationships with contractors, vendors, and service providers, including coordination of quotes, schedules, documentation, and ongoing services.
• Maintain administrative oversight of records and recurring requirements related to Greenacres buildings, grounds, equipment, vehicles, and properties.
• Provide administrative and logistical support for special projects, events, remote properties, and other organizational needs.
• Support other departments as needed in keeping with the Greenacres mission.
• Other duties as assigned with a "How Can I Help?" attitude.

Requirements

• 2–4 years of experience in administrative coordination, project coordination, construction, facilities, property management, landscaping, purchasing, or a related field preferred.
• Experience supporting construction, maintenance, facilities, and landscaping, or special projects is strongly preferred.
• Strong organizational and time-management skills with excellent attention to detail.
• Ability to manage multiple projects, priorities, deadlines, and follow-up items simultaneously.
• Strong written and verbal communication skills.
• Comfortable communicating with contractors, vendors, employees, and leadership.
• Proficient in Microsoft Office, including Outlook, Word, and Excel.
• Experience with project management, purchasing, accounting, or work order software is a plus.
• Ability to learn new systems and processes quickly.
• Strong follow-through and the ability to independently identify what needs to happen next.
• Comfortable working in a hands-on environment that includes construction projects, maintenance areas, grounds, shops, and active work sites.
• Ability to work effectively with individuals of varying knowledge, experience, and backgrounds.
• Highly motivated, self-directed, and dependable.
• Ability to prioritize and multitask in a changing environment.
• Ability and willingness to travel to Greenacres properties as needed.
• Valid driver's license with a clean driving record.
• Ability to pass a pre-employment drug screen, BCI/FBI background check, and physical as required.
• Strong written and visual communication skills aligned with Greenacres’ tone and Mission.
• Ability to perform essential job functions, including lifting up to 50 pounds and prolonged standing, walking, sitting, and working in varied indoor and outdoor environments, with or without reasonable accommodation.
• Willingness and ability to travel to multiple Greenacres sites and campuses, which currently include Indian Hill, OH, Oldenburg, IN, Miami Township Clermont Co., OH and Felicity, OH.
• Commitment to working within a functional team and collaborative culture.
• Ability to assure QQQ and our values of Grace, Good Neighbor Policy and Green.
• Ability to successfully pass a post-offer pre-employment drug test and fingerprint FBI background screen.

Why Choose Us?

As a company, we invest in our employees in all aspects of their life. We believe that the health and welfare of yourself and your family are very important. Listed below, you will find some of our top benefits and perks.

• Generous PTO Package
• 10 Paid Holidays
• Paid Family Medical Leave
• Comprehensive Medical, Dental, Vision and Life Insurance Plans
• Employer funded Simplified Employee Pension Plan
• Short and Long Term Disability Insurance
• Ongoing training, education, and industry partnerships that allow you to be up to speed on the latest innovations, technologies and processes.

Greenacres Foundation is an equal opportunity employer and values diversity. All employment is decided on the basis of qualifications, merit, and business need.