Facilities Coordinator

Job Title: Facilities Coordinator

Department: Building and Grounds

Reports To: Director of Building and Grounds

Salary Guide: Non-Affiliated A; Twelve-month contract

Prepared Date: 29 April 2026

Position Summary: The Facilities Coordinator performs professional-level duties in support of the Buildings and Grounds Department, including monitoring custodial services contracts, compiling and analyzing operational data, maintaining equipment and budget records, and supporting administrative and compliance functions. The position works closely with the Director, Assistant Director, and Facilities Manager to ensure efficient facility operations, contract compliance, and timely completion of departmental priorities.

Qualifications: A high school diploma is required; an associate's or bachelor's degree in facilities management, business administration, public administration, or a related field is preferred. Prior experience in facilities operations, contract oversight, or administrative support is preferred. The successful candidate must demonstrate strong organizational, analytical, and communication skills, proficiency with technology, and the ability to manage multiple priorities with minimal supervision. Required criminal history background check and proof of U.S. citizenship or legal resident alien status.

Essential Duties and Responsibilities

The Facilities Coordinator has the duties and responsibilities commonly associated with this position, which are performed directly or through the proper delegation of authority.

Custodial Services Oversight and Compliance

• Monitor the District's custodial services management company to ensure compliance with contractual obligations including wages, staffing levels, benefits, background checks, and Black Seal licensing.
• Maintain an employee roster format detailing contractual requirements such as wages, payroll, licensing, and background checks.
• Annually reconcile contractual wage obligations against certified payroll records.

Annually reconcile contractual overtime obligations against actual usage.

Operational Tracking and Budget Management

• Maintain an Equipment Log detailing inventory, cost, location, and condition of equipment.
• Maintain and track the Equipment Budget Pool, ensuring expenditures align with approved allocations.
• Maintain an Overtime Log to monitor usage and trends throughout the year.

Perform statistical tracking, reporting, and analysis related to facilities operations and expenditures.

Facilities Monitoring

• Conduct routine building inspections, including the ability to walk for extended periods daily.
• Document inspection findings, develop corrective action plans, and monitor follow-up to ensure completion.

Administrative and Office Support

• Receive and route incoming calls and correspondence.
• Provide customer service support to staff, vendors, and the public.
• Prepare correspondence, notices, and reports as needed.
• Maintain a well-organized and up-to-date filing system.
• Perform general office duties including typing, copying, and data entry.
• Operate office equipment and technology necessary to support departmental functions.

Arrange meetings, prepare agendas, and coordinate follow-up activities.

• Serve as a point of contact for internal departments, contractors, and vendors.

Perform other duties as assigned related to the efficient operation of the department.

TECHNOLOGY SKILLS

Ability to be proficient in computer applications pertinent to support the position, including but not limited to Microsoft Office, Microsoft Excel, Google Suite, IEP software program, Genesis Employee Portal and Student Information System.

EVALUATION OF PERFORMANCE

Performance of this position will be evaluated annually.

PHYSICAL DEMANDS

The physical demands described in this job description 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.

WORK ENVIRONMENT

The work environment characteristics are representative of those an employee encounters while performing the essential functions of this job.

TERMS OF EMPLOYMENT

12 Month Contract. Salary and benefits as determined by the Board of Education annually.

The information contained in this job description is reviewed and approved by the Board of Education and may be modified as district and state requirements evolve. This job description does not constitute a written employment contract.

NEW JERSEY FIRST ACT

New Jersey First Act, N.J.S.A. 52:14-7 (L. 2011, Chapter 70), requires employees of all school boards to reside in the State of New Jersey unless otherwise exempted under the law.

AMERICANS WITH DISABILITIES ACT STATEMENT

External and internal applicants, as well as employees who become disabled, must be able to perform the essential functions listed on this job description either unaided or with reasonable accommodation. The West Windsor-Plainsboro School District shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law, in the event such a determination becomes necessary.

The West Windsor-Plainsboro Regional School District is proud to be an Equal Employment Opportunity and Affirmative Action employer. The district does not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.