Property Operations Assistant

Position Summary

The Facilities Management Office supports the operation and maintenance of approximately 1.2 million gross square feet of academic and residential space. We are seeking a temporary Facilities Coordinator to provide short-term support with facilities scheduling and vendor coordination.

This role will focus on scheduling vendors, confirming service visits, following up on work in progress, and keeping building occupants informed. The coordinator will help track maintenance requests and ensure that vendors complete assigned work as expected. This is a temporary, hands-on coordination role—not a permanent management position.

The Temporary Facilities Coordinator reports to the Director of Facilities Management and works closely with facilities staff, campus partners, and external service providers.

Key Responsibilities

• Schedule and coordinate vendor visits for maintenance, repairs, inspections, and other facilities work.
• Confirm appointments, site access, and any requirements vendors need before arriving.
• Follow up with vendors to check on work status, completion, and any outstanding issues.
• Communicate schedules, updates, and delays to building occupants and relevant campus partners.
• Help prioritize and track work requests, repairs, and preventive maintenance activities.
• Update the work order system and maintain accurate records of vendor activity and service resolution.
• Assist with coordination related to dining and food-service equipment, including grease management.
• Support furniture delivery and installation, classroom needs, and accessible accommodations.
• Help monitor vendor performance and raise concerns about service quality, timing, or compliance.
• Assist with other facilities coordination duties as assigned.

Basic Qualifications

• Experience coordinating or scheduling maintenance, service, or vendor activities.
• Strong organizational skills and attention to detail.
• Clear, professional communication skills and the ability to work effectively with vendors and a diverse campus community.
• Ability to manage multiple requests and adapt when schedules or priorities change.

Additional Qualifications

• Supervisory or facilities coordination experience is helpful.
• Familiarity with building systems such as HVAC, electrical, plumbing, or mechanical systems.
• Experience with work-order systems or maintenance scheduling.

Working Conditions

This position is based on campus in Cambridge, Massachusetts. Some schedule flexibility may be needed during busy periods, including holiday breaks, residence hall move-in and move-out, commencement, and the start of each semester.