Assistant Coordinator of Buildings and Grounds

POSITION: Assistant Coordinator of Buildings and Grounds REPORTS TO: Coordinator of Buildings and Grounds ACCOUNTABILITY OBJECTIVE: The Assistant Coordinator of Buildings & Grounds will serve as the primary administrative point person for school-based instructional leaders regarding building cleanliness, maintenance, and repairs within an assigned geographic quadrant of the district. This role bridges the gap between individual school leadership and central facilities administration, managing a high volume of diverse work orders. This position oversees work order lifecycles, collaborates extensively with school leadership, custodial staff, trade personnel, and facilitates coordination with external contractors to ensure school buildings provide safe, clean, and optimal learning environments. PRINCIPAL RESPONSIBILITIES: - Stakeholder Liaison & Communication: Serve as the dedicated, primary liaison for instructional leaders in the assigned quadrant. Maintain regular, transparent communication regarding project status, timelines, and resolutions among school principals, staff, maintenance personnel, contractors, and central administration. - Work Order & Data Analytics Management: Manage, prioritize, assign, and track all maintenance, repair, and cleanliness requests within the designated quadrant using the district's CMMS (Operation Hero). Analyze work order volume, response times, and recurring issues to recommend resource adjustments and ensure controlled levels of open orders. - Quality Assurance & Performance Inspection: Inspect, oversee, and approve work performed by internal custodial staff, trade personnel, and external contractors. Ensure standard of work meets district requirements prior to closing work orders. - Preventive Maintenance & Strategic Planning: Collaborate with facilities leadership to develop short and long-term goals. Assist in executing a comprehensive preventive maintenance schedule to address school infrastructure challenges. - Personnel, Staffing & Training: Assist with the custodial hiring process following civil service guidelines and labor contracts. Coordinate staff coverage for leave alongside other leadership, and assist with coordination of training programs covering onboarding, equipment, cleaning standards, and annual requirements. - Budget, Inventory & Procurement: Participate in departmental budget preparation and identify capital equipment needs. Oversee the purchasing, stocking, and tracking of tools, supplies, and materials needed for quadrant facilities. - Emergency Availability: Carry a system-provided phone for 24/7 emergency response and participate in the designated on-call rotation. Compile data and - Perform other job-related duties as assigned. REQUIRED QUALIFICATIONS: - High School Diploma or equivalent required - Valid Massachusetts Driver's License - Minimum 3 years of relevant facilities coordination, maintenance management, or property management experience - Demonstrates computer skills and report generation using Microsoft Office Suite and/or Google. - Direct experience operating an automated work order environment. - Solid understanding of general building systems (HVAC, electrical, plumbing, carpentry) and commercial custodial/cleanliness standards. - Exceptional organizational, time-management, and conflict-resolution skills. - Ability to communicate with clarity when managing competing priorities. - Ability to be in the district to address emergency situations within a 30-minute timeframe when designated. - Valid Massachusetts Driver's License & ability to lift a minimum of 50 pounds - Ability to work a rotating schedule to cover 2nd shift district maintenance activities. PREFERRED QUALIFICATIONS: - Associate's or Bachelor's degree in Facilities Management, Business Administration, Engineering, or a related field. - Experience working within a large K-12 school district, higher education, or a comparable complex, institutional urban setting with older infrastructure. SALARY: $90,000 - $107,411 based on experience and qualifications WORK YEAR: 12 months WORK DAY: 7:30 a.m. - 3:30 p.m. and every third week or intermittent scheduled days from 2:00 p.m. to 10:00 p.m. for 2nd shift coverage. Also will be responsible to respond to security and fire alarms when designated. ENVIRONMENT: Indoor and outdoor; some travel from site to site.