Facilities Coordinator (Regular Full-time)

FACILITIES COORDINATOR

Employer

Le Jardin Academy, located in Kailua, Hawai’i, is an International Baccalaureate World School offering students a world-class education from pre-kindergarten to twelfth grade. Founded in 1961, Le Jardin Academy (LJA) now serves over 920 students. Its graduates attend the best universities across the world and are equipped to serve in whatever community they reside. 

Job Scope
The Facilities Coordinator assists the Director of Facilities with operations management. This includes working with customers and vendors to coordinate and schedule contracted services as needed. Serves as comptroller for computer maintenance management system (CMMS) and primary dispatcher to trades for planned and reactive work orders, procures competitive quotes for products and services to support LJAs capital program in compliance with LJAs Procurement Policy 455M , and provides administrative support to the Facilities Director and Managers as needed.  

Job Functions

• Assists Director with day to day operations of Facilities Department providing regular daily  updates to include scheduling vendors, preparing agendas, and recording minutes for staff meetings. Maintains tracking logs and prepares reports for monthly meetings.
• Supports Director and Managers (Facilities, Grounds, Maintenance and Security) with follow-up on LJA activities and events through coordination with different departments to ensure successful execution.
• Schedules and coordinates vendor and contracted services for minimal impact to daily operations.
• Supports Director with RFPs, quote solicitation, and purchase requisitions for capital and operational expenses as assigned.
• Organizes and maintains all relevant records, contacts, and data electronically on Facilities Team Drive.
• Assists Director with documentation for approved sales, trade, or property abandonment at the direction of Executive Director of Business and Operations Support
• Serves as Comptroller and Administrator in SchoolDude for Maintenance Direct and FS Direct with Director and Managers; maintains user database to active employee list.
• Assigns all reactive work orders daily to respective supervisors to allow for timely scheduling and completion of requests.
• Provides friendly and professional “front desk” service for the Department using phone, radio and email. 
• Provides administrative support to Director and Managers as needed
• Strong communication with the Facilities team and its customers to ensure collective accomplishment of work management in support of LJAs mission.
• Ability to lift up 25 pounds in weight
• Other duties as assigned

Qualifications

• Valid driver’s license
• Associates degree and/or relevant experience
• Strong communication (written and verbal) and interpersonal skills
• Proficiency with email, spreadsheets and word processing software applications
• Collaborates with team and is inclusive in working relationships
• Proficiency in reading blueprints and specifications

 Skills

• Strong interpersonal skills and ability to work in a team environment.
• Strong verbal and written communication skills.
• Ability to meet deadlines in an environment with multiple simultaneous projects.
• Ability to build strong positive relationships internally and externally.
• Work independently and frequently without direct supervision.
• Demonstrated organizational skills with attention to detail and consistent follow-through
• Ability to drive a utility or golf cart around campus.

Details

• Department: Facilities
• Status: Full-time
• FLSA Status: Non-exempt
• Work year: Twelve month
• Work hours: Must be able to work flexible hours, including some Saturdays, holidays and evenings.