Collegiate School seeks a Facilities Coordinator to provide administrative and operational coordination for the Facilities Department. This position will assist visitors and handle incoming calls while coordinating department records, data analysis, work orders, inventory, financial tracking, and process improvements. The role requires strong organization, critical thinking, independent problem-solving, and a willingness to learn facilities operations. This is a full-time 12-month position reporting directly to the Director of Facilities Management.
General Responsibilities include:
- Provide administrative, operational, and coordination support for Facilities Department activities and functions.
- Manage the Computerized Maintenance Management System (CMMS), including entering, tracking, and closing work orders, maintaining accurate records, monitoring preventive maintenance, and generating reports.
- Demonstrate proficiency in spreadsheet software, including Microsoft Excel and Google Sheets, with the ability to organize, review, and analyze data, maintain accurate records, and develop reports to support departmental operations and decision-making.
- Collaborate with the Director of Facilities Management and Facilities Supervisors to identify operational and administrative inefficiencies, recommend solutions, and improve departmental processes and procedures.
- Assist the Director of Facilities Management with departmental financial oversight, including budget planning and monitoring, expense tracking, invoice processing, and financial reporting.
- Coordinate and maintain vendor contracts, service agreements, proposals, and related documentation under the direction of the Director of Facilities Management.
- Handle daily Facilities front-office operations, including checking in visitors, answering and directing calls, and performing general administrative tasks.
- Perform general clerical duties to include, but not limited to, ordering office supplies, copying, mailing, laminating, file management and organization.
- Perform other necessary Facilities duties, as assigned.
Successful candidates will possess the following qualifications and competencies:
- At least 3 years of administrative support, office coordination, or related experience.
- Excellent attention to detail, including the ability to validate data, identify errors, and maintain reliable records.
- Demonstrated working knowledge, skills and expertise in time management, organization, data entry skills, due diligence and administrative functions.
- Demonstrated proficiency in Microsoft Excel, including spreadsheets, formulas, data organization, sorting/filtering, and basic reporting; strong working knowledge of cloud-based systems, word processing, and Windows applications.
- Ability to handle multiple tasks and work independently.
- Demonstrated critical-thinking and problem-solving skills, with the ability to prioritize competing requests, investigate discrepancies, exercise sound judgment, and escalate issues appropriately.
- Ability to understand and work with basic financial information, including budgets, expenditures, invoices, purchase orders, and numerical reports.
- Strong organizational skills and willingness to support team needs, learn new software and facilities concepts, and improve existing processes.
- Excellent verbal communication and listening skills, with attention to clarity and detail.
- Excellent reading, writing and comprehension skills.
- High School Diploma: Associate degree preferred.
- Valid Virginia driver's license.
- Experience working within a Facilities team: familiarity with building systems, facilities equipment, maintenance terminology and common supplies or materials.
- Experience reviewing vendor invoices, quotes, service agreements, or contracts; supporting budget development or expense analysis.
- Intermediate or advanced Excel capabilities, including lookup functions, pivot tables, data validation, and report development.
It is critical that candidates demonstrate a commitment to the School’s Core Values and Mission HONOR Personal integrity and devotion to the truth, which make one trustworthy, forthright, responsible and fair.
LOVE OF LEARNING
A creative spirit that promotes intellectual and personal growth through exploration, inquiry and openness to change. EXCELLENCE A sustained commitment to meeting high standards of character, achievement and personal accountability. RESPECT Fundamental regard for the dignity and worth of each individual. COMMUNITY A commitment to responsive and compassionate citizenship and service on campus, in the local community and in the broader world.
Required Competencies:
- Excellent communication skills with the ability to communicate the School’s shared purpose; builds trust among colleagues; is accountable; lives up to commitments.
- Proven cross cultural competency skills demonstrating self awareness, awareness of others and the ability to adopt inclusive perspectives, attitudes and behaviors to drive inclusion and belonging in the ongoing development and maintenance of an inclusive campus community.
- Demonstrates a strong commitment to a servant leadership model focusing on the growth and development of the team to successfully fulfill shared goals.
- Understands the big picture and handles areas of responsibility in a manner consistent with the School’s mission and values. Offers assistance within the office especially during busy times.
- Relates to the Collegiate community including faculty, staff, students, parents and applicants in a cooperative manner.
- Meets deadlines, demonstrates effective use of time and handles multiple assignments simultaneously.
- Understands the need for growth and is receptive to constructive feedback.
- Maintains confidentiality at all times.
Who we are Collegiate School is a co-educational, independent day school located in Henrico County, within 20 minutes of downtown Richmond, Virginia, for students in Junior Kindergarten through 12th grade. For more than 100 years, Collegiate has nurtured inquisitive thinkers, responsible citizens, and compassionate leaders. Grounded in the values that have sustained it over the course of more than a century, Collegiate provides its nearly 1,700 students with an engaging academic environment dedicated to preparing them for a globally connected and changing world. The essence of Collegiate School is the richness of relationships among students, faculty, parents, administrators, and alumni in a dynamic learning community with high personal and academic expectations. This exceptional educational environment enables students to develop their potential for intellectual growth, leadership, and service. Why Collegiate? Collegiate School is well-regarded for developing students into citizens who lead, serve and shape the world. We do so with the help of a caring faculty and staff who also have opportunities to lead, serve and shape the world, through the young lives they touch. Below are just a few examples of some of the great advantages of working at Collegiate:
- Excellent professional development opportunities for faculty and staff
- Collaborative working environment
- A rich employee benefits package (which includes free lunch!)
- Opportunities for growth and leadership
- An environment that fosters creative and innovative instruction
The School is committed to a policy of non-discrimination and equal opportunity for all employees and qualified applicants without regard to race, color, gender (including pregnancy), age, religion, national origin, ancestry, sexual orientation, disability, veteran or military status, marital status, genetic information, or any other status protected by applicable law. Employment decisions at the School are based on merit, qualifications and skills.
