Facilities Service and Communications Coordinator

About the role

Working under general direction to address the critical need for transparent stakeholder communication, the Facilities Service and Communications Coordinator focuses on the intersection of space-planning data and user experience. Serving as the central communications hub, the coordinator bridges technical teams and academic stakeholders by notifying faculty, staff, and students of facility updates, construction timelines, and service interruptions. The coordinator manages move logistics, serves as a customer service liaison, assists with the precise documentation of space use, and maintains the facilities management database on behalf of the College of Arts and Sciences to support strategic space-planning models.

Responsibilities

• Act as the central communications hub for the college’s facilities team, translating technical maintenance, utility shutdowns, and construction schedules into clear, user-focused notifications.
• Author and distribute timely alerts about facility updates, construction timelines, and service interruptions to affected faculty, staff, and academic departments.
• Serve as the primary point of contact for customer inquiries and gather user feedback on facilities services. (40%)
• Coordinate the administrative logistics, scheduling, and stakeholder planning for moves of finishes, equipment, furniture, and personnel upon project completions or departmental re-allocations. Work directly with department chairs, faculty, and staff undergoing transitions to provide moving supplies, establish timelines, minimize disruption to academic and research growth, and ensure a seamless move-in experience. (25%)
• Maintain, update, and audit the college’s facilities management databases and space utilization records. Assist the director in documenting precise physical space allocations across the college. Ensure data accuracy to support leadership in generating space planning models and scenarios for future hiring, laboratory expansions, and grant proposals. (25%)
• Maintain departmental files, organize building inspection reports, process routine access paperwork, and perform general administrative support duties for the facilities team. (10%)
• Perform other duties as assigned. (
• Contacts: Continuous contact with members of the dean's office staff, department chairs, administrative assistants, and faculty to communicate logistics, verify space data, distribute construction alerts, and resolve customer service issues. Continuous collaboration with the director and assistant director. University: Regular contact with Case Western Reserve University service providers including UTech, Telephone Services, Access Services, Campus Planning and Facilities Management, and the Registrar's Office to coordinate logistical transitions and administrative tracking. External: Regular contact with office furniture vendors, commercial moving companies, and professional coordinators. Students: Frequent contact with students regarding space use, building hours, and general facilities inquiries.
• Supervisory Responsibilities: None. May coordinate or monitor the day-to-day tasks of student administrative employees or temporary move helpers.
• Working Conditions: Standard office environment operating at a stationary computer workstation within a fast-paced administrative office. Position is subject to moderate mental and scheduling pressure associated with multiple deadlines, conflicting communication requests, and short lead times. Occasional