Facility Coordinator at Cushman & Wakefield in Washington, DC

Job description

Job Title Facility Coordinator Job Description Summary The Facilities Coordinator is responsible for coordinating the day-to-day maintenance, operational readiness, and overall appearance of the academy’s campus. This position supports the efficient operation of academic buildings, administrative offices, athletic facilities, common areas, and outdoor spaces to ensure 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 Facilities Coordinator helps manage work orders, preventive maintenance schedules, campus inspections, special events, and ongoing facility improvement projects. Job Description The ideal candidate is highly organized, proactive, detail-oriented, and comfortable working in a dynamic school environment where priorities can change quickly. Essential Duties & Responsibilities 1. Daily Facilities Operations Coordinate daily facilities activities to ensure buildings, classrooms, offices, restrooms, athletic spaces, and common areas are maintained in a safe and operational condition. Conduct routine campus inspections to identify maintenance needs, safety concerns, cleanliness issues, and opportunities for improvement. Monitor facility conditions and coordinate timely responses to maintenance requests, building deficiencies, and operational issues. Assist with maintaining appropriate indoor temperatures, lighting, plumbing, and other basic building systems. Ensure facility-related issues are communicated promptly to the appropriate personnel and escalated when necessary. Support campus opening and closing procedures, including building access, room readiness, and operational checks as assigned. 2. Work Order & Preventive Maintenance Coordination Receive, prioritize, assign, and track maintenance requests and work orders through the academy’s designated work order management system. Coordinate preventive maintenance schedules for building systems, equipment, and campus infrastructure. Follow up with maintenance staff and vendors to ensure work is completed accurately and within established timelines. Maintain accurate records of completed work, outstanding requests, equipment service, and recurring facility issues. Identify recurring maintenance concerns and communicate recommendations to the Director of Facilities. Assist with tracking equipment inventories, warranties, service agreements, inspections, and maintenance documentation. 3. Campus Events & School Activities Coordinate facilities preparation and logistical support for school events, including athletic competitions, performances, meetings, open houses, admissions events, and school celebrations. Work with school administrators, faculty, coaches, and event coordinators to confirm room layouts, furniture requirements, equipment needs, and event schedules. Coordinate setup, breakdown, and restoration of spaces following events. Ensure event spaces are clean, safe, properly equipped, and ready for use according to established timelines. Communicate schedule changes and special requirements to custodial, maintenance, and other operational teams. Provide support during high-profile campus events and other activities requiring additional facilities coordination. 4. Vendor & Contractor Management Coordinate vendor visits, contractor access, scheduled maintenance, and service appointments. Confirm that vendors understand the scope of work, site requirements, access procedures, and applicable campus safety protocols. Monitor work progress and verify that completed work meets expectations. Maintain vendor service records, work documentation, and follow-up items. Assist with obtaining quotes, tracking expenses, and coordinating small repairs and facility improvement projects. Communicate vendor performance concerns or project delays to the Director of Facilities. 5. Safety, Securit