TITLE:
Facilities Operations Coordinator
SUPERVISOR:
Facilities Director
PURPOSE STATEMENT:
The Facilities Coordinator provides administrative, logistical, and project coordination support for Pathfinder Church and St. John School’s facilities operations across its 225,000-square-foot, 18-acre campus. This position manages the flow of facilities work orders, vendor coordination, schedules, records, and project follow-up for our facilities team, so that they can focus on technical maintenance, repair, safety, and campus improvement work.
RESPONSIBILITIES:
• Receive, organize, prioritize, and track facility requests through the work-order system, job board, or other designated process.
• Gather needed details from requestors; communicate timelines, work status, and service interruptions; and ensure requests are properly completed and closed.
• In partnership with the Facilities Director and Chief Operating Officer, coordinate work assignments, schedules, priorities, and follow-up for the facilities team.
• Maintain an accurate work-order queue that identifies priority, assigned staff member or vendor, status, expected completion date, and outstanding needs.
• Serve as a primary administrative contact for vendors and contractors; request quotes, schedule site visits and service work, coordinate campus access, and follow up on completion.
• Maintain vendor and project records, including contacts, quotes, contracts, certificates of insurance, warranties, invoices, service reports, and related documentation.
• Assist the Facilities Director with coordinating maintenance, repair, renovation, construction, and improvement projects by tracking timelines, action items, responsibilities, costs, and follow-up.
• Maintain calendars and documentation for preventive maintenance, inspections, recurring vendor services, and equipment service schedules.
• Coordinate facilities support for church and school events, room setups, seasonal needs, and special projects.
• Assist with purchasing coordination, supply tracking, invoice routing, records management, reports, and other departmental administrative needs.
• Identify recurring issues, communication gaps, or process-improvement opportunities and bring recommendations to the Facilities Director.
• Maintain confidentiality regarding campus security, vendors, projects, financial information, and other sensitive matters.
• Perform other related duties as assigned.
WORK SCHEDULE:
This position is full-time and typically works Monday-Friday, 8 hours per day. Flexibility to occasionally work evenings, weekends, holidays, or variable hours is required based on events, weather-related needs, projects, emergencies, and operational demands.
QUALIFICATIONS:
• High school diploma or G.E.D. required; additional education or training in facilities, project coordination, administration, operations, construction, or a related field is preferred.
• Strong organizational, time-management, communication, customer-service, and follow-through skills.
• Ability to manage multiple priorities, respond calmly to changing needs, and use sound judgment to escalate urgent or safety-related concerns.
• Proficiency with Microsoft Office and Asana and ability to learn work-order, project-management, and communication systems.
• Familiarity with building maintenance, facilities operations, or construction processes is helpful but not required.
• Positive, collaborative, service-oriented approach when working with staff, school personnel, volunteers, vendors, and guests.
• Brings initiative, curiosity, discretion, problem-solving ability, and a growth mindset to new challenges.
• Supports St. John School and Pathfinder Church’s mission, values, and Christian faith environment.
• Valid driver’s license and ability to operate a church vehicle may be required.
PHYSICAL REQUIREMENTS:
• Ability to work at a computer and move regularly throughout a large, multi-building campus.
• Ability to walk, stand, sit, bend, stoop, kneel, reach, climb stairs, and work occasionally in office, storage, mechanical, outdoor, maintenance, and construction areas.
• Ability to occasionally lift, carry, move, or set up supplies, materials, tables, chairs, signage, or small equipment weighing up to 50 pounds; assistance or appropriate equipment should be used for heavier items.
• Ability to communicate effectively in person and through telephone, email, radio, and other electronic methods.
• Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position.
