Facilities Coordinator

Ravenscroft is seeking a highly organized and proactive Facilities Coordinator to join our Facilities team. In this role, you will provide critical administrative and operational support to the Director of Facilities, helping to keep the department running smoothly and efficiently.

You will manage communications, records, scheduling, and special projects while serving as a welcoming point of contact for visitors to the Facilities Department. This is an excellent opportunity for someone who thrives in a dynamic environment, enjoys supporting a wide range of operations, and takes pride in contributing to a well-functioning campus.

Reports to: Director of Facilities

Supervisory Responsibilities: None 

What You'll Do:

• Maintain and expand the FMX work order system; keep project boards and the facilities calendar up to date
• Organize and manage files, emails, and records on behalf of the Director of Facilities
• Maintain the Plan Room, Maintenance files, safety records, drone handbook, bus notebooks, and professional development tracking for all Facilities personnel.
• Assist the Director with special projects, bid documents, contracts, and distribution of plans and specifications to contractors
• Prepare presentations and vision boards for Facilities meetings and planning sessions
• Process all incoming and outgoing mail and shipments; verify goods received against purchase orders
• Coordinate food trucks, assist with graduation, and support other campus events
• Provide a welcoming environment for all visitors to the Facilities Department
• Attend Administrative Coordinators meetings as a department representative
• Perform other duties as assigned

A full list of essential functions and additional details will be shared during the interview process.

Qualifications

Required:

• College degree or equivalent education and/or experience; administrative experience preferred
• Excellent communication and computer skills; Excel, Word, and mail merge required
• Working knowledge of databases, data entry, and data management; desktop publishing a plus
• Experience using FMX or similar facilities management systems (FMX 4 Plus preferred)
• Strong organizational skills and attention to detail
• Professional presentation and comfort working in a facilities or construction environment
• Demonstrated commitment to confidentiality
• Ability to prioritize, self-direct, and collaborate across departments
• Flexibility in work schedule as required

Preferred:

• Experience in an independent or private school environment
• Familiarity with facilities management operations and terminology

Work Environment and Physical Demands:

This is a full-time, on-campus position based primarily in an office setting within the Facilities Department. Occasional visits to campus facilities and construction areas are required. Some schedule flexibility may be needed for events such as graduation. The role involves standard office physical demands, including sitting, standing, and the ability to lift materials up to 25 pounds. Reasonable accommodations may be made for qualified individuals with disabilities.