Facilities Coordinator

Gersh Autism Academy

Town of Huntington (NY)

On-site

USD 60,000 - 80,000

Full time

7 days ago

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Benefits offered by this job

Health, Dental & Vision

401(k) matching

Life Insurance

Family Leave

Short/Long Disability

Training & Development

Job summary

Gersh Autism is seeking a Facilities Coordinator to oversee day-to-day operations and ensure safe, efficient facilities across locations. You will manage work orders, coordinate vendor activity, and support project execution with strong communication and organization.

The role focuses on coordinating fleet, housing, calendar management, and SOP adherence while maintaining records and ensuring safety. Travel to sites is required.

Qualifications

3-5+ years of facilities operations or related experience.
Experience managing multiple locations and vendors.
Proficiency with MS Office, Teams, and project management tools.

Responsibilities

Oversee work order management across all locations.
Coordinate quotes for facilities-related work and maintain a centralized vendor list.
Manage fleet, asset, and housing operations across locations.
Schedule facilities activities and coordinate outsourced cleaning.

Skills

Work order management

Vendor coordination

Scheduling

Project management tools (Asana)

Microsoft Office

Strong organizational & communication

Tools

Asana

Microsoft Office

Job description

company

For over 30 years, Gersh Autism has empowered students on the autism spectrum to reach their full potential. Serving individuals aged 5-21 across the U.S. and Puerto Rico, our network of K-12 schools provides personalized education tailored to each student’s unique learning style. We offer comprehensive therapeutic services—speech, physical, occupational therapy, and more—along with vocational training for older students. Our dedicated team collaborates with families to ensure academic, social, and emotional growth, preparing students for success beyond the classroom.

At Gersh Autism, we are committed to helping individuals on the autism spectrum lead fulfilling, independent lives.

role

The Gersh Organization is dedicated to transforming the lives of children on the autism spectrum through exceptional educational and support services. As the organization continues to grow across multiple regions, the Facilities & Real Estate function is critical to ensuring all environments are safe, operationally efficient, and aligned with company standards.

The Facilities Coordinator serves as a key operational partner to the Facilities Department, responsible for executing and maintaining the infrastructure that supports all facilities across the organization. This role ensures seamless day-to-day operations through strong systems management, communication, coordination, and accountability across all locations.

This position plays a vital role in maintaining operational excellence, supporting new and existing locations, and driving consistency through process, communication, and execution.

Key Responsibilities

Oversee work order management systems, including allocating, tracking, and escalating requests across all locations
Ensure timely resolution of maintenance issues through strong coordination and follow-up
Support emergency response situations through rapid vendor coordination and communication
Maintain visibility into open issues and drive accountability to resolution

Vendor Coordination + Project Support

Coordinate and track quotes for facilities-related work and projects, ensuring timely follow-up and alignment with priorities
Maintain and continuously update a centralized vendor list, ensuring quality, coverage, and accessibility
Serve as a point of coordination between vendors, internal teams, and leadership for ongoing and urgent needs
Support project execution through communication, scheduling, and vendor alignment

Fleet, Asset + Key Management

Oversee fleet management and driver record keeping, including tracking driver approvals, documentation, and compliance
Manage key inventory and access control, ensuring proper tracking and distribution across all locations
Maintain and track facility assets, equipment, and inventory, including lifecycle visibility and organization Corporate Housing & Location Communication
Coordinate cleaning schedules and communication for all corporate housing locations
Manage ongoing communication related to housing operations, including Brooklyn apartment coordination and updates
Ensure all housing environments are maintained to organizational standards

Facilities Scheduling + Calendar Management

Manage the Facilities Department calendar, ensuring alignment of priorities, inspections, certifications, projects, and key activities
Coordinate and manage scheduling of outsourced cleaning services across all schools and corporate housing locations
Ensure consistency, coverage, and communication across all cleaning and facilities schedules

Insurance + Claims Support

Support ongoing communication with insurance providers, including submission of updates, documentation, and required information
Assist in managing and coordinating insurance claims, including documentation, follow-up, and internal communication

SOP Development + Operational Consistency

Support the creation, documentation, and refinement of Standard Operating Procedures (SOPs)
Assist in driving consistency across locations by reinforcing SOP adoption and operational alignment
Maintain organized records of SOPs and related documentation

File Management + Documentation

Maintain organized and up-to-date facilities files and departmental documentation

New Location Support

Support the opening of new locations through coordination, communication, and operational readiness
Provide onsite support for new locations as needed post‑opening
Assist in maintaining floorplan integrity to ensure alignment with programmatic and operational needs

Qualifications

3-5+ years of experience in facilities operations, property management, or operations coordination
Strong experience managing multiple locations, vendors, and operational workflows
Proven ability to manage work order systems, scheduling, and cross‑functional coordination
Proficiency in Microsoft Office (Excel, Word, Outlook), Teams, and project management tools (e.g., Asana)
Strong organizational, communication, and problem‑solving skills
Ability to prioritize, multi‑task, and operate in a fast‑paced, growing environment
Proactive, solution‑oriented mindset with strong attention to detail
Valid driver’s license and willingness to travel as needed

Physical Requirements

Must be able to keep students safe from themselves and others and, in some cases, may need to implement CPI (therapeutic holds) procedures.
Must be able to remove oneself from potentially harmful situations and, in some cases, be able to lift a child.
Ability to stand, walk, bend, kneel, and move throughout the workday
Ability to lift (at least 50-65 pounds), assist, and/or physically support students, which may include lifting or guiding students of varying sizes
Ability to physically intervene when required to ensure safety (per CPI training)
Ability to remove oneself and/or others from unsafe situations quicklyAbility to maintain attention and focus in a dynamic, high‑stimulation environment
Ability to multi‑task and shift priorities quickly
Ability to exercise sound judgment and decision‑making, particularly in high‑pressure or safety‑sensitive situations
Ability to work effectively as part of a team and maintain professional relationships
Ability to perform duties under stress, including during behavioral escalations

Benefits for Full-Time Employees

Gersh Autism offers a competitive compensation package, including comprehensive health and retirement benefits, professional development opportunities, and a supportive work environment committed to your personal and professional growth.