Facility Coordinator

Cushman & Wakefield•Braintree, MA

3d•$31 - $36

About The Position

The Facility Coordinator is responsible for coordinating day-to-day maintenance, operational readiness, and the overall appearance of an academy campus. The role supports the efficient operation of academic buildings, administrative offices, athletic facilities, common areas, and outdoor spaces, helping maintain a safe, clean, functional, and welcoming environment for students, faculty, staff, families, and visitors. Working closely with the Director of Facilities, school administration, maintenance personnel, custodial teams, and outside vendors, the coordinator manages work orders, preventive maintenance schedules, campus inspections, special events, and facility improvement projects. The role also supports vendor coordination, safety and compliance activities, facilities documentation, supply and expense tracking, and customer service across the school community. The ideal candidate is organized, proactive, detail-oriented, and able to adapt to changing priorities in a dynamic school environment.

Requirements

High school diploma or equivalent required.
Basic knowledge of building systems, including HVAC, plumbing, electrical systems, lighting, and general building maintenance.
Experience coordinating work orders, preventive maintenance, contractors, vendors, or facility projects.
Strong organizational skills and the ability to manage multiple priorities and meet deadlines.
Excellent written and verbal communication skills.
Proficiency with Microsoft Office applications, including Outlook, Excel, and Word.
Ability to work independently and collaborate effectively with a diverse team.
Ability to respond to after-hours emergencies and support special events as required.
Must meet applicable school employment, background screening, and student-safety requirements.
Strong attention to detail and follow-through; proactive problem-solving and sound decision-making; effective time management and prioritization.
Customer service, relationship-building, project coordination, and documentation skills.
Ability to read and follow work orders, maintenance reports, equipment documentation, and building plans.
Ability to remain calm and organized during urgent facility situations and maintain a safe, professional, and welcoming educational environment.
Ability to walk throughout a multi-building campus, inspect indoor and outdoor areas, climb stairs, and access routine building inspection areas.
Ability to occasionally lift or move materials and equipment within the physical requirements of the position.
Ability to work outdoors in varying weather conditions when coordinating campus operations.

Nice To Haves

Associate degree, technical training, or relevant facilities-related education.
Two or more years of experience in facilities coordination, building operations, maintenance administration, property management, or a related field.
Experience using a computerized maintenance management system (CMMS) or work order platform.

Responsibilities

Coordinate daily facilities activities to maintain buildings, classrooms, offices, restrooms, athletic spaces, and common areas in safe and operational condition.
Conduct routine campus inspections and identify maintenance needs, safety concerns, cleanliness issues, and opportunities for improvement.
Monitor facility conditions and coordinate responses to maintenance requests, building deficiencies, and operational issues.
Assist with basic building-system needs, including indoor temperatures, lighting, and plumbing, and support campus opening and closing procedures as assigned.
Receive, prioritize, assign, track, and follow up on maintenance requests and work orders using the academy’s designated system.
Coordinate preventive maintenance schedules and maintain records of completed work, outstanding requests, equipment service, and recurring issues.
Track equipment inventories, warranties, service agreements, inspections, and maintenance documentation; communicate recurring concerns and recommendations to the Director of Facilities.
Coordinate facilities preparation for school events, including room layouts, furniture, equipment, schedules, setup, breakdown, and restoration of spaces.
Ensure event spaces are clean, safe, properly equipped, and ready on time; communicate schedule changes and special requirements to operational teams.
Coordinate vendor visits, contractor access, scheduled maintenance, and service appointments; communicate scope, access procedures, site requirements, and campus safety protocols.
Monitor vendor and contractor work, verify completion, maintain service records, assist with quotes and expense tracking, and escalate performance concerns or project delays.
Identify campus hazards, report deficiencies, coordinate corrective actions, and support safety inspections, fire and life safety reviews, and emergency equipment checks.
Assist with emergency preparedness and response, including weather events, water intrusion, power outages, snow and ice removal, and monitoring high-traffic outdoor areas.
Follow procedures for building access, contractor check-in, student safety, confidentiality, and emergency response; promptly escalate significant hazards and emergencies.
Maintain facilities documentation, work order records, schedules, inventories, operational logs, preventive maintenance calendars, project schedules, and checklists.
Monitor supply levels, coordinate ordering of materials and supplies, track routine facility expenses, vendor invoices, and project costs, and help identify operational efficiencies.
Prepare routine updates on work order status, outstanding issues, upcoming projects, and facilities priorities.
Build positive working relationships and respond professionally and promptly to facility requests from the school community and service providers.
Communicate work schedules, disruptions, building access, and expected completion times; collaborate with custodial, maintenance, grounds, security, athletics, and event teams.
Maintain discretion and professionalism around students and confidential school activities, and exercise flexibility and sound judgment when priorities compete.