Buildings and Grounds Administrative Coordinator

Greenacres Foundation (GAF) offers living‑classroom campuses where programming explores the natural environment, horsemanship, the arts, and generative agriculture. The organization values Grace, Generative, Giving, Good Neighbor Policy, and Green, and prioritizes “Quality, Quality, Quality” (QQQ) in all endeavors.

Summary

The Buildings & Grounds Administrative Coordinator provides administrative, organizational, and project coordination support to the Director of Buildings & Grounds and the department team. This role coordinates administrative needs for facilities, grounds, construction, landscaping, equipment, vendors, and special projects across Greenacres properties. Ideal candidates are highly organized, detail‑oriented, and comfortable communicating with contractors, vendors, employees, and leadership while learning about construction, facilities, landscaping, and special projects.

Responsibilities

• Provide administrative and operational support to the Director of Buildings & Grounds and department supervisors.
• Maintain organized department records, schedules, contracts, permits, warranties, and other essential documentation.
• Coordinate communication, follow‑up, and information flow across the Buildings & Grounds department and other Greenacres teams.
• Coordinate the administrative management of facilities, grounds, construction, maintenance, and special projects.
• Track work orders, project timelines, budgets, expenses, and priorities to support timely and successful completion.
• Maintain project management systems and provide leadership with accurate project updates and information.
• Coordinate purchasing, invoicing, and financial administration for department operations and projects in partnership with the Purchasing Manager.
• Support relationships with contractors, vendors, and service providers, including coordination of quotes, schedules, documentation, and ongoing services.
• Maintain administrative oversight of records and recurring requirements related to Greenacres buildings, grounds, equipment, vehicles, and properties.
• Provide administrative and logistical support for special projects, events, remote properties, and other organizational needs.
• Support other departments as needed in keeping with the Greenacres mission.
• Perform other duties as assigned with a “How Can I Help?” attitude.

Requirements

• 2–4 years of experience in administrative coordination, project coordination, construction, facilities, property management, landscaping, purchasing, or a related field (preferred).
• Experience supporting construction, maintenance, facilities, landscaping, or special projects (strongly preferred).
• Strong organizational and time‑management skills with excellent attention to detail.
• Ability to manage multiple projects, priorities, deadlines, and follow‑up items simultaneously.
• Strong written and verbal communication skills; comfortable communicating with contractors, vendors, employees, and leadership.
• Proficiency in Microsoft Office (Outlook, Word, Excel).
• Experience with project management, purchasing, accounting, or work‑order software (a plus).
• Ability to learn new systems and processes quickly.
• Strong follow‑through and the ability to independently identify next steps.
• Comfortable working in a hands‑on environment that includes construction sites, maintenance areas, grounds, shops, and active work sites.
• Ability to work effectively with individuals of varying knowledge, experience, and backgrounds.
• Highly motivated, self‑directed, and dependable.
• Ability to prioritize and multitask in a changing environment.
• Willingness and ability to travel to Greenacres properties as needed; valid driver’s license with a clean record.
• Ability to pass pre‑employment drug screen, BCI/FBI background check, and physical as required.
• Physical ability to lift up to 50 lb and perform prolonged standing, walking, sitting, and work in varied indoor and outdoor environments (with or without reasonable accommodation).
• Commitment to teamwork, collaborative culture, and adherence to Greenacres values (Grace, Good Neighbor Policy, Green, QQQ).

Benefits

• Market‑competitive salary
• Generous PTO package
• 10 paid holidays
• Paid family medical leave
• Comprehensive medical, dental, vision, and life insurance plans
• Employer‑funded Simplified Employee Pension (SEP) plan
• Short‑ and long‑term disability insurance
• Fun & engaging culture
• Ongoing training, education, and industry partnerships to stay current on innovations, technologies, and processes