Facilities Project Coordinator

JCCSF Careers•San Francisco, CA

7d•Onsite

About The Position

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. The position serves as a central point of coordination and follow-through, helping ensure facilities activities are organized, tracked, communicated, and completed consistently and on time. Under the supervision of the Senior Project Manager, the coordinator manages routine workflows with initiative and appropriate autonomy, resolves issues within established procedures, and escalates matters requiring technical, budgetary, compliance, or leadership decisions. The role supports strategic facility initiatives anticipated to occur over a two-year period. Employment is at will, with its length determined by project completion dates and schedules; the posting anticipates employment through approximately fall 2028. The position is primarily performed on-site at JCCSF facilities, with occasional remote work potentially considered for appropriate tasks and operational requirements. Work takes place in office, program, storage, mechanical, and other operational spaces and involves regular movement through the facility and frequent interaction with staff, vendors, contractors, and the Building Operations team. The employee may occasionally encounter noise, dust, active maintenance work, mechanical equipment, and varying temperatures. The role requires 40 hours per week, Monday through Friday during general business hours, with occasional early mornings to work with contractors and occasional nights or weekends as needed for emergencies. It is benefited and non-exempt.

Requirements

Associate or bachelor’s degree, or an equivalent combination of education and relevant experience.
At least two 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.
Meticulous file management and record-keeping habits suitable for a high volume of concurrent work.
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.
Ability to walk regularly throughout the facility, stand, sit, use stairs, access storage and operational areas, and perform physical tasks consistent with facilities coordination.
Ability to lift and carry items weighing up to 20 pounds.

Nice To Haves

Experience with the Angus work order system is preferred.

Responsibilities

Coordinate facilities requests with the Facilities Operations team, ensuring issues are 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 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 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 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 requests, updating priorities and status, and monitoring work 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, including scheduling, documentation, access coordination, status tracking, and follow-up for project managers.
Coordinate contractor access and support operational readiness for scheduled facilities work.
Provide coverage for the Facilities Operations Manager during absences to maintain routine facilities workflows and issue escalation.
Support facilities, compliance, process-improvement, and special projects as assigned, including documentation and workflow updates.