Facilities Project Coordinator

SALARY RANGE

$82,000 to $87,000 Annually

GENERAL DESCRIPTION

The Facilities Project Coordinator supports the day-to-day operations of the Building Operations department through coordination of facilities requests, work orders, vendor activities, preventive maintenance workflows, and operational administration. The position serves as a central point of coordination and follow-through, helping ensure facilities activities are organized, tracked, communicated, and completed in a timely and consistent manner.

Working under the supervision of the Senior Project Manager, the Facilities Project Coordinator operates with initiative and appropriate autonomy to manage routine workflows, resolve issues within established procedures, and escalate matters requiring technical, budgetary, compliance, or leadership decisions.

This position supports strategic facility initiatives of the organization anticipated to occur over a two-year period. It is anticipated that employment in this position will continue through approximately fall 2028. The Facilities Project Coordinator role is an at-will position; length of employment will be determined based on project completion dates and schedules.

RESPONSIBILITIES

Work Order & Issue Management

• 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.

Facility Inspections & Follow-Through

• 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.

Tracking, Documentation & Administration

• 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.

Project & Operational Support

• 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.

WORKING CONDITIONS

This position is primarily performed on-site at JCCSF facilities and includes work in office, program, storage, mechanical, and other operational spaces. Occasional remote work may be considered when appropriate for specific tasks and operational requirements.

The position requires regular movement throughout the facility and frequent interaction with staff, vendors, contractors, and members of the Building Operations team. The employee may occasionally encounter noise, dust, active maintenance work, mechanical equipment, and areas with varying temperatures.

PHYSICAL REQUIREMENTS

Duties include regular walking throughout the facility, standing, sitting, using stairs, accessing storage and operational areas, and performing physical tasks consistent with a facilities coordination position.

The employee must be able to lift and carry items weighing up to twenty pounds. Reasonable accommodation may be provided as appropriate.

STATUS: Benefited, non-exempt

HOURS: 40 hours per week

SCHEDULE: Monday - Friday, general business hours with occasional early morning hours to work with contractor. Occasional nights or weekends as needed for emergencies.

FOR MORE INFORMATION:

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/