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About the Role
The Facilities Project Coordinator supports the day-to-day operations of the Building Operations department by coordinating facilities requests, work orders, vendor activities, preventive maintenance workflows, and operational administration. This role serves as a central point of coordination and follow-through, ensuring facilities activities are organized, tracked, communicated, and completed in a timely and consistent manner. The position supports strategic facility initiatives anticipated over a two-year period, with employment expected to continue through fall 2028.
Responsibilities
- Support the coordination of facilities requests alongside Facilities Operations team, ensuring each issue is logged, prioritized, assigned, communicated, and closed with documented follow-through.
- Administer the Angus work order system, including ticket review, assignment coordination, status tracking, reporting, user support, and workflow maintenance.
- Monitor open, overdue, recurring, and unresolved service requests; follow up proactively and escalate safety concerns, delays, or items requiring technical, budgetary, compliance, or leadership decisions.
- Assist the Facilities Operations Manager with scheduling vendors for planned maintenance, urgent service needs, and unplanned repairs.
- Coordinate work orders, vendor activity, preventive maintenance, and corrective actions through completion, confirming that required documentation and closeout information are recorded.
- Communicate service impacts, access needs, project updates, and work status to staff, vendors, and other stakeholders.
- Coordinate quarterly facility walkthroughs with preschool site directors, document identified needs, submit work orders, and track completion.
- Coordinate quarterly inspections across all sites with Facilities and Program Support teams, document findings, open and assign work orders, and follow through on corrective actions.
- Maintain facilities project and request trackers by logging new requests, updating priorities and status, and monitoring work from initiation through completion.
- Maintain organized shared drives so project documentation, communications, vendor records, and closeout materials are current and easy to retrieve.
- Manage routine facilities administration, including vendor records, invoice routing, purchasing support, reporting, and recordkeeping.
- Assist with facilities and IT project coordination tasks, including scheduling, documentation, access coordination, status tracking, and follow-up for project managers.
- Coordinate contractor access and support operational readiness activities related to scheduled facilities work.
- Provide coverage for the Facilities Operations Manager during absences to maintain continuity of routine facilities workflows and issue escalation.
- Support facilities, compliance, process-improvement, and special projects as assigned, including documentation and workflow updates.
Requirements
- Associate or bachelor’s degree, or equivalent combination of education and relevant experience.
- Two or more years of experience in facilities coordination, workplace operations, office administration, property management, hospitality, or a similar operational support role.
- Experience coordinating maintenance requests, vendors, contractors, or service providers in a complex or high-volume environment.
- Experience using ticketing, work order, or maintenance management systems; Angus experience preferred.
- Highly meticulous with strong file management and record-keeping habits that hold up under a high volume of concurrent work.
- Demonstrated ability to work independently, take initiative, prioritize competing demands, and follow work through completion with limited supervision.
- Ability to process information and communicate clearly and concisely.
- Strong organizational, administrative, communication, and customer Service skills.
- Experience supporting purchasing, invoicing, vendor administration, or operational recordkeeping.
- Proficiency with Microsoft 365 applications, particularly Teams, SharePoint, and Lists.
Skills
- Angus work order system
- Microsoft 365
- Teams
- SharePoint
- Lists
Location
- On-site
- Occasional remote work
Work Type
- Benefited
- Non-exempt
- Full-time
- 40 hours per week
Experience Level
- Two or more years of experience
Education Level
- Associate or bachelor’s degree
- Equivalent combination of education and relevant experience
Salary/Compensations
- $82,000 to $87,000 Annually
Benefits
- Visit JCCSF Careers page for benefits information
About the Company
- To learn more about working at the JCCSF, including staff culture, hiring practices and policies, and benefits, visit our Careers page: https://www.jccsf.org/about/careers/