Facilities Coordinator

CALHOUN SCHOOL INC; United States; On-site; USD 60,000 - 80,000; Full time

Job summary

CALHOUN SCHOOL INC seeks a Facilities Coordinator to support day-to-day maintenance and operation of the school's facilities and grounds across all locations. You will assist the Director of Facilities with project management, event setup, and coordination of staff and contractors.

The role requires strong organizational and communication skills, proficiency with Google Suite and spreadsheets, and a willingness to work occasional weekends, early mornings, or after hours to support school events.

Qualifications

• 2–4 years of experience in facilities coordination and/or project management.
• Tech literacy, particularly with google suite, spreadsheets, and various facilities software
• Excellent organizational skills
• Bachelor's Degree (or higher) in a related field preferred
• Spanish proficiency, at least conversational
• Familiarity with building systems (HVAC, plumbing, electrical) is a plus, though the focus is administrative.

Responsibilities

• Plan and execute facility upgrades, repairs, renovations, and special projects in coordination with the Director of Facilities.
• Maintain project files, blueprints, warranties, permits, and close-out documents.
• Coordinate facility needs for school events, including furniture setup and HVAC scheduling.
• Work with mechanics, porters, and other staff to ensure events operate smoothly.
• Assist the Director in managing evacuation drills, lockdown drills, and other school-wide drills.
• Provide project management support for breaks and maintenance projects during school breaks.
• Manage the school’s maintenance request system and create punch lists for staff.

Skills

Facilities coordination

Project management

Google Suite

Organizational skills

Spanish proficiency

Education

Bachelor's Degree

Tools

Google Sheets

Facilities software

Job description

Facilities CoordinatorPosition OverviewJob Title: Facilities Coordinator Department: FacilitiesDirect Report: Director of Facilities FLSA status: ExemptPosition status: Full-time Classification: StaffSalary Range: 60K–80KPOSITION SUMMARYThe Facilities Coordinator reports to the Director of Facilities and is responsible for supporting the day-to-day maintenance and operation of the facilities (building and grounds) at all locations. This role will provide strong project management, administrative, and coordination support to the Facilities team. The facilities coordinator will also oversee some staff. Some weekend, early morning, or after hours work will be required to support various events and happenings at the school.ESSENTIAL RESPONSIBILITIES:Project Management & TrackingAssist the Director in planning and executing facility upgrades, repairs, renovations, and special projects.Maintain comprehensive project files, including blueprints, warranties, permits, and close-out documents.Coordinate facility needs for school events (e.g., graduation, board meetings, athletic events), including furniture set-up and HVAC scheduling. Work with mechanics, porters, and other staff to ensure events operate smoothly.Assist the Director in managing evacuation drills, lockdown drills, and other school-wide drills.Provide project management support for summer break maintenance work, winter break maintenance work, and other maintenance projects that happen during breaks.Other responsibilities as assignedAdministrative OperationsManage the school’s maintenance request system, assigning tasks to the team and following up to ensure completion.Create punch lists for maintenance, cleaning, and security staff to complete on regular schedulesMaintain up-to-date records for fire safety, elevators, health department inspections, and OSHA compliance.Support the Director with staff-facing documents including the evacuation manualManage the space rental process and collaborate with other departments to ensure rentals are successful and do not disrupt other programming.Manage the application for facilities related grants including DCAS and NPSE.Support the Director with the procurement and inventory of facility supplies, from cleaning materials to office furniture.Willingness to get various certifications such as S12, F07, and S95.Other responsibilities as assignedVendor & Contractor CoordinationServe as a point of contact for external vendors as needed.Assist in soliciting quotes for services, comparing bids, and drafting contracts for the Director’s review.Coordinate building access for contractors and ensure they adhere to school safety protocols while on campus.Be available in the case of a building emergency such as flooding, fire, or other significant event even if these events happen outside of typical work hours.Other responsibilities as assignedPHYSICAL REQUIREMENTS:The physical demands and work environment characteristics described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Work in standard & non-standard office conditions and climateFrequently lift & move items/materialsOccasional exposure to hazardous environments (mechanical/electrical spaces, construction sites, etc)EQUAL EMPLOYMENT OPPORTUNITY POLICYCalhoun is committed to recruiting, hiring and supporting a diverse staff and welcomes applicants of all gender, sexuality, religious, ethnic, racial and cultural identities. Calhoun does not unlawfully discriminate in employment opportunities or practices on the basis of one’s actual or perceived race; color; religion; sex/gender (including gender identity); creed; sexual orientation; marital status; pregnancy; ethnicity; national origin, ancestry, age, and disability.REQUIRED QUALIFICATIONS:2–4 years of experience in facilities coordination and/or project managementTech literacy, particularly with google suite, spreadsheets, and various facilities softwareExcellent organizational skillsDESIRED QUALIFICATIONS:Bachelor's Degree (or higher degree) in a related field preferredFamiliarity with building systems (HVAC, plumbing, electrical) is a plus, though the focus is administrative.Project management and affiliated course work & certificationsSpanish proficiency, at least conversationalFamiliarity with an independent school setting