Administrative Coordinator - Facilities

About the role

Mitchell Hamline School of Law is seeking to hire a full-time Facilities Coordinator. This position coordinates day-to-day facilities operations and campus event support, working with the Director of Facilities and Security to help ensure campus buildings and grounds are safe, clean, functional, and prepared for students, faculty, staff, and visitors.

Responsibilities

• Coordinate daily work assignments and workflow for custodial and maintenance staff in partnership with the Director of Facilities and Security.
• Monitor work completion and adjust priorities based on campus needs, events, staffing, and service requests.
• Conduct routine inspections of campus buildings and grounds to identify cleanliness, maintenance, safety, and operational needs.
• Coordinate follow-up on identified issues and escalate significant concerns to the Director.
• Monitor and coordinate facilities work orders and service requests; assign or route requests as appropriate, track progress, and follow up with campus customers to ensure requests are addressed.
• Coordinate facilities support for campus events, including room setups and breakdowns, furniture and equipment placement, parking, signage, and other facilities-related needs; coordinate with event organizers, Security, Information Technology, and other departments as needed.
• Assist with scheduling and coordinating vendors and contractors performing routine maintenance, repairs, inspections, and other facilities services; provide vendors with appropriate campus access and communicate scheduling and operational needs.
• Maintain inventory records for facilities equipment, materials, cleaning supplies, furniture, and other departmental resources; monitor inventory levels and coordinate ordering as needed.
• Maintain facilities schedules, service records, inventory logs, vendor information, and other departmental documentation.
• Assist with office moves, furniture placement, room configurations, and other campus space needs.
• Assist the Director with facilities projects by coordinating schedules, gathering information, communicating with campus partners and vendors, and monitoring assigned project tasks.
• Serve as a point of contact for routine facilities requests and questions from faculty, staff, students, visitors, and other members of the School community; communicate service updates, interruptions, and changes as appropriate.
• Provide operational coordination during staffing shortages by reprioritizing work, communicating service impacts, and escalating coverage needs to the Director.
• Coordinate facilities response to urgent building, event, or operational needs.
• Coordinate seasonal facilities activities, including snow removal and grounds services, with employees and/or vendors.
• Attend department and other meetings as needed.
• Provide instruction regarding daily work assignments, schedules, procedures, and facilities processes.
• Perform other duties and responsibilities consistent with the scope of the position as requested or required.

Requirements

• High school diploma or equivalent.
• Three years of experience in facilities operations, property management, facilities coordination, event operations, building services administration, or a related field.
• Experience coordinating schedules, work assignments, projects, events, or other operational activities.
• Proficiency with standard office technology and ability to learn facilities-related systems and software.

Qualifications

• Associate degree or specialized training in facilities management, business, operations, or a related field (preferred).
• Experience working in higher education, nonprofit, commercial property, or a similarly complex facilities environment (preferred).
• Experience coordinating the work of custodial, maintenance, facilities, or other operational teams (preferred).
• Experience coordinating campus, conference, or other complex events (preferred).
• Experience working with vendors and service contractors (preferred).
• Experience using work-order, scheduling, inventory, or event-management software (preferred).