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A VON G ROVE C HARTER S CHOOL I NSPIRE
PASSION
FOR
LIFELONG
LEARNING
ONE
STUDENT
AT
A
TIME Updated: October 2026 Administrative Coordinator Facilities Department BASIC FUNCTIONS: The Facilities Department Administrative Coordinator provides comprehensive administrative,
operational,
and
customer
service
support
to
the
Facilities
and
Operations
Department.
Key
responsibilities
include
coordinating
maintenance
work
orders,
maintaining
departmental
records,
facilitating
communication
with
vendors
and
contractors,
managing
purchasing
and
invoicing
processes,
and
supporting
daily
departmental
operations.
Serving
as
the
primary
administrative
liaison
among
Facilities
Department
staff,
school
administrators,
vendors,
contractors,
and
community
partners,
the
coordinator
helps
ensure
efficient
operations
and
contributes
to
maintaining
a
safe,
clean,
functional,
and
well-maintained
learning
environment
throughout
the
district. QUALIFICATIONS : 1.
High
School
Diploma
or
equivalent
required;
associate's
or
bachelor's
degree
in
business
administration,
office
management,
facilities,
management,
or
a
related
field
preferred.
2.
Minimum
of
two
years
of
administrative,
clerical,
or
office
coordination
experience
required,
preferably
in
facilities
management,
or
a
related
environment.
3.
Proficiency
in
Microsoft
Office
Suite
(Word,
Excel,
Outlook,
and
PowerPoint),
and
Workspace
(Docs,
Sheets,
Slides,
and
Gmail),
with
the
ability
to
quickly
learn
facilities
management,
work
order
and
purchasing
software(s).
4.
Strong
organizational,
communication,
customer
service,
and
time
management
skills,
with
the
ability
to
manage
multiple
priorities,
meet
deadlines,
and
work
effectively
in
a
fast-paced
environment.
5.
Experience
maintaining
records,
preparing
reports,
handling
confidential
information,
and
ensuring
accuracy
and
compliance
with
established
procedures.
6.
Familiarity
with
facilities
maintenance
operations,
preventative
maintenance
scheduling,
building
operations,
and
applicable
safety
protocols
preferred.
7.
Ability
to
work
independently
with
minimal
supervision
while
collaborating
effectively
with
school
administration,
staff,
vendors,
contractors,
and
community
members.
8.
Demonstrates
initiative,
accountability,
self-motivation,
sound
judgment,
a
strong
work
ethic,
and
the
ability
to
multitask
efficiently.
9.
Commitment
to
supporting
a
safe,
clean,
functional,
and
well-maintained
learning
environment
for
students,
staff,
and
visitors.
10.
Models
professional
and
ethical
standards
in
interactions
with
students,
parents,
colleagues,
and
the
community. REPORTS TO: Director of Facilities STATUS: Full-Time, 12-Month SCHEDULE: 8:00am-4:00pm, Monday-Friday CLASSIFICATION: Non-Exempt LOCATION: Business Office at the Early Learning Center PERFORMANCE RESPONSIBILITIES: 1.
Administrative
Support
a.
Provides
comprehensive
administrative
support
to
the
Manager
of
Facilities
and
Operations
and
departmental
staff.
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b.
Maintains
departmental
calendars,
schedules,
meeting
agendas,
minutes,
and
correspondence.
c.
Prepares
reports,
presentations,
spreadsheets,
and
other
administrative
documents.
d.
Responds
promptly
and
professionally
to
phone
calls,
emails,
and
general
facilities-related
inquiries.
e.
Organizes
and
maintains
departmental
files,
databases,
correspondence,
and
administrative
records
while
protecting
confidential
information.
f.
Schedules
meetings
and
coordinates
departmental
communications.
2. Work Order and Maintenance Coordination a.
Receives,
enters,
routes,
tracks,
and
monitors
maintenance
requests
and
work
orders.
b.
Follows
up
on
maintenance
activities
and
communicates
project
status
updates
to
relevant
stakeholders.
c.
Maintains
accurate
records
of
repairs,
preventive
maintenance,
inspections,
and
service
requests.
d.
Generates
reports
and
compiles
work-order
data
to
support
operational
decision-making.
e.
Assists
in
monitoring
departmental
performance
metrics
and
maintenance
response
times.
3.
Vendor
and
Contract
Administration
a.
Serves
as
a
point
of
contact
for
vendors,
contractors,
consultants,
and
service
providers
as
directed.
b.
Coordinates
scheduling
for
maintenance
services,
inspections,
and
facilities-related
projects.
c.
Maintains
service
agreements,
certificates
of
insurance,
warranties,
and
vendor
documentation.
d.
Maintains
vendor
records
and
supports
compliance
with
district
policies
and
procedures.
e.
Obtains
quotes,
proposals,
and
supporting
documentation
from
vendors
to
assist
with
purchasing
activities.
4.
Purchasing
and
Financial
Support
a.
Processes
purchase
requisitions,
purchase
orders,
invoices,
and
payment
requests
in
accordance
with
district
procedures.
b.
Monitors
departmental
expenditures
and
assists
with
budget
tracking.
c.
Maintains
inventory
records
for
materials,
supplies,
equipment,
and
departmental
assets.
d.
Assists
with
financial
recordkeeping
and
the
preparation
of
budget
reports.
e.
Reconciles
purchasing
records
and
ensures
appropriate
financial
documentation
is
maintained.
5.
Compliance
and
Records
Management
a.
Maintains
records
related
to
facility
inspections,
permits,
certifications,
and
regulatory
compliance.
b.
Assists
in
preparing
documentation
for
audits,
inspections,
and
regulatory
reviews.
c.
Supports
emergency
preparedness
planning
and
maintains
related
documentation.
d.
Ensures
records
are
retained
in
accordance
with
district
policies
and
applicable
regulations.
6.
Customer
Service
and
Communication
a.
Communicates
effectively
and
professionally
with
school
administrators,
faculty,
staff,
students,
families,
and
community
partners
regarding
facilities
projects,
repairs,
maintenance
schedules,
and
school
activities.
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b.
Maintains
positive
working
relationships
with
internal
and
external
stakeholders
and
facilitates
timely
communication
regarding
facilities-related
needs.
7.
Event
and
Logistics
Support
a.
Coordinates
facilities
requests,
setup
arrangements,
and
preparation
for
meetings,
school
activities,
and
district
events.
b.
Assists
with
space
scheduling,
reservation
systems,
and
resource
allocation.
c.
Assists
with
special
projects,
operational
initiatives,
and
other
departmental
priorities
as
assigned.
8.
Professionalism
and
Learning
a.
Demonstrates
professionalism,
a
positive
attitude,
and
a
strong
commitment
to
teamwork.
b.
Shares
a
commitment
to
the
mission,
goals,
and
objectives
of
AGCS,
and
serves
as
an
advocate
for
student
success.
c.
Understands
the
importance
of
serving
as
a
positive
representative
of
the
school
community
and
consistently
upholds
high
standards
of
professionalism,
integrity,
and
conduct.
d.
Responds
constructively
to
supervision
and
embraces
feedback,
change,
and
continuous
improvement.
e.
Maintains
strict
confidentiality
and
exercises
sound
judgment
when
handling
sensitive
information,
specifically
pertaining
to
staff,
student,
and
parent
information.
f.
Demonstrates
effective
time-management
skills
and
consistently
meets
deadlines.
g.
Performs
all
duties
with
integrity,
reliability,
accountability,
and
attention
to
detail.
9.
Fulfills
all
work
responsibilities
in
alignment
with
established
performance
goals
and
annual
evaluation
measures.
10.
Performs
other
duties
as
assigned
by
the
Supervisor,
or
Head
of
School. EQUIPMENT USED: Office equipment (computers, printers, copiers, scanners, fax machines), telephone systems
and
voicemail
platforms,
facilities
databases/software,
basic
office
supplies
(filing
systems,
mailroom
materials,
forms,
postage
equipment),
security
systems
(door
access
controls,
visitor
sign-in
systems),
standard
communication
tools
(email,
intercom,
scheduling
platforms) PHYSICAL DEMANDS AND WORKING CONDITIONS: The physical demands described here are representative of those that must be met by an employee to successfully perform the
essential
functions
of
this
job.
Reasonable
accommodations
may
be
made
to
enable
individuals
with
disabilities
to
perform
the
essential
functions.
Primarily office-based setting within a school environment
Regularly required to sit, stand, walk, kneel, bend, reach, go up and down stairs, and move throughout
the
school
building
and
campus
during
the
workday.
Use of hands and fingers for writing, typing, operating technology, and handling materials.
Ability to hear, speak, and see clearly-including close, distance, and peripheral vision, depth perception,
and
the
ability
to
adjust
focus.
Ability to communicate effectively in person, by phone, and via electronic systems
Frequent interaction with students, families, staff, and visitors throughout the school day
Fast-paced work with frequent interruptions and shifting priorities
Responsibility for maintaining confidentiality, safety procedures, and secure office access at all times
Requires extremely high mental effort, with significant potential for mental fatigue and stress.
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Occasional lifting, carrying, and moving office supplies or materials (typically up to 25 lbs)
REQUIRED TRAVEL: Occasionally travels between Early Learning Center, State Road, and Business Office. Job Description Understanding & Acknowledgement
I acknowledge that I have received on this date a written job description which defines my job responsibilities
and
duties
at
Avon
Grove
Charter
School. I fully understand and acknowledge that it is my responsibility to perform effectively and efficiently all the
duties
contained
therein. I fully understand and acknowledge that it is my responsibility to seek clarification from my supervisor if I do
not
understand
any
item
contained
in
my
job
description. I acknowledge that I can perform without any job accommodations all the essential duties and responsibilities
contained
in
this
job
description. ____ Printed
Name
____ Signature
Date
110
E AST
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R OAD
G ROVE
19390
484-667-4101