Department Coordinator for Buildings and Grounds

    • Job Tracking ID: 512201-646561
    • Job Location: Hopkins, MN
    • Job Level: Any
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: September 13, 2018
    • Years of Experience: 2 - 5 Years
    • Starting Date: ASAP
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Job Description:

Position Overview:

The Department Coordinator provides administrative support to the Director of Buildings & Grounds. The Department Coordinator is responsible for supporting campus improvement projects (construction), day-to-day operational needs for the buildings & grounds teams and other administrative functions as needed.


An ideal candidate would have 3-5+ years of experience in an administrative support role. Strengths would include strong organizational skills, effective verbal & written communication, and the ability to prioritize with limited direction and always be reliable. A driven, self-starter who is flexible to handle multiple tasks simultaneously and who is energized by a variety of daily/weekly tasks coupled with specialty project work would find success in this role. This professional role requires an individual to work effectively with employees, families, vendors, and department management in accomplishing project objectives.


Essential Functions and Responsibilities:

Responsibilities include, but are not limited to:

  • Organization & tracking of daily, weekly, monthly department expenses for Director approval; support monthly forecasting process documents & summaries for review

  • Coordination of vendor bid communication & information

  • Annual and project purchase order agreement organization

  • Developing a process for and maintaining tracking of facility keys, cores and access

  • Ensuring annual permits and certifications are kept up to date

  • Organizing a system for an maintaining key facility documents (ie as-builts and mechanical/electrical drawings)

  • Maintaining data/reporting of facility maintenance requests system and preventative maintenance schedules

  • Calendar & scheduling support

  • Tracking monthly/annual training requirements for B&G team

  • Coordinate monthly department meetings & trainings details (meeting materials, room reservations, calendar reminders, note taking, etc)

  • Monitoring/supporting department uniform ordering & supplies

  • Help facilitate administrative details of RFP and bid processes

  • Demonstrate courteous behavior when interacting with students, families, visitors, and employees; acts in a manner that promotes a harmonious and high-performance workplace environment.

  • Track owner visibility of punch-list items and support follow-up & completion process

  • Developing a system of post-project tracking of warranty items; enter into maintenance request and preventative maintenance systems

  • Ensure all project related details are uploaded into Preventative Maintenance & Controls Systems

  • Develop a vendor resource list from Procore to ensure buildings maintenance staff understand proper maintenance instructions, product needs and have easy access to vendor resources

  • Work with peers across internal Blake departments on project specific communication & events needs (ie Admissions open houses, IA Tours & Events, ISS equipment details, LS/MS/US assembly and faculty communication scheduling)

  • Perform other duties as apparent or assigned.

Experience and Skills:

Minimum Qualifications:

  • Minimum of three to five years of experience in providing advanced administrative support, with at least two years of experience assisting with project management or preparation.

  • Experience with database use and functionality.

  • Understands purchasing and accounting procedures.

  • Demonstrated aptitude and enthusiasm for learning new technologies.

  • Exceptional customer service orientation with a passion for working with students, faculty, staff, and families; conduct interactions in a friendly and professional manner.

  • Excellent written, oral and interpersonal communication skills.

  • Accurate and thorough, with strong organizational skills.

  • Ability to coordinate multiple resources and personnel to take projects through to successful completion.

  • Ability to work with multiple and changing priorities.

  • Strong initiative and problem-solving skills.

  • Understand principles of record keeping, records retention, records management, and file maintenance.

  • Ability to plan, prioritize and complete assignments with minimum supervision.

  • Excellent computer skills including proficiency in Microsoft Word and Excel.

  • Ability to work independently as well as a team player.

  • Ability to work overtime or flex time during specific busy periods.


Preferred Qualifications:

  • Associate, bachelor’s degree or equivalent education in a related field.

  • Experience with Google Apps for Education (Gmail, Calendar, Docs/Drive, Groups, and Sites).

  • Experience with cloud-based customer service systems such as School Dude.

  • Experience with Apple OS X or Windows.

  • Familiar with project management practices and tools.

  • Reliable transportation between campuses.

  • Understanding and appreciation for the mission of an independent school.


Working Conditions:
General indoor school environment.

  • Work is generally sedentary in nature, but may require standing and walking for up to 20% of the time.

  • Working environment does not generally include hazardous or unpleasant conditions caused by excessive noise, dust, etc.


Essential Physical Requirements:
Ability to lift up to 20 pounds.

  • Must be able to read, write and communicate in English.

  • Must have good vision.