Facilities Coordinator - Archdiocese of Washington Job at Catholic Schools Offic

Facilities Coordinator - Archdiocese of Washington

Join to apply for the Facilities Coordinator - Archdiocese of Washington role at Catholic Schools Office, Roman Catholic Archdiocese of Washington. The Real Estate and Facilities team of the Archdiocese of Washington is hiring a Facilities Coordinator.

This full‑time role reports to the Executive Director of Facilities and Real Estate.

The salary for this role is $65,000 to $75,000 with excellent benefits.

Please forward your resume and letter of interest to: sheltonm@adw.org

Position Summary

The Facilities Coordinator is responsible for providing customer service and management in connection with a range of activities associated with the engineering, maintenance, and operation of the physical properties to support the Real Estate/Facilities Management Department. The position will report directly to both the Department Executive Director and the Facilities Manager.

Position Responsibilities

• Coordinates and manages facilities projects for the Real Estate/Facilities Management Department. In addition the incumbent will assist on an ad hoc basis with all building related infrastructure projects and be available 24 hours a day 7 days a week.
• Provides a range of support to the Real Estate/Facilities Management leadership including, but not limited to: word processing, PowerPoint creation, and document management; files and records management; processing contracts; preparing scheduled and ad‑hoc reports; scheduling rooms and meetings and processing financial transactions; database management including files and drawings.
• The Facilities Coordinator will manage outside contractors in support of the Department.
• Coordinates the development, construction, and/or renovation of Archdiocesan properties and facilities.
• Manages work request inquiries, follow‑up questions or issues related to completing outstanding work requests, including contacting and communicating with facilities staff for status updates.
• Maintains up‑to‑date records for all state, federal, and insurer required semiannual and annual inspections.
• Manages the bidding and re‑bidding of Department contracts upon expiration, including securing competitive bids, preparing bid documents, and receipt of bids.
• Prepares and maintains RFPs, bid information, and other contract documents.
• Assists the Real Estate/Facilities Management Department in all aspects of project implementation as needed.
• Communicates with vendors regarding insurance requirements and ensures that all required documentation is in place prior to contractors working on Archdiocesan property. Receives vendor certificates of insurance, verifies compliance with Certificate of Insurance requirements and monitors expiration of coverage.
• Attends on‑site construction project meetings at Parishes and Facilities as required.
• Represents the Real Estate/Facilities Management Department in inter‑departmental meetings to support and facilitate communication and action between departments.
• Reads and interprets lease agreements and amendments.
• Creates a summary, or "lease abstract," of key lease details such as rent, payment schedules, renewal options, and tenant/landlord obligations.
• Inputs and maintains lease and/or contract data into a data management system.
• Reviews lease‑related financial data, such as rent escalations and real estate tax invoices.
• Communicates with tenants and other stakeholders.
• Manages the Asbestos Management Program and ensures that Asbestos Management Plans are completed timely, confirming the performance of the periodic asbestos evaluations by school facilities staff and scheduling of the annual training workshops for school facilities staff and maintaining reports/manuals for schools.
• Manages and maintains the Underground Storage Tanks schedule list and confirms compliance with applicable laws.
• Manages and maintains lead in water testing records for parishes and schools, and also ensures that testing for each facility is complete, up‑to‑date, and in compliance with applicable laws.
• Ensures all health and safety standards are closely followed and assists with building emergency plans/fire drills.
• Ensures all facilities and equipment are appropriately maintained. Schedules and coordinates repairs with subcontractors (electrician, plumber, locksmith, etc.).
• Coordinates planning and documentation of maintenance service transactions for the parishes that include HVAC repair, plumbing, electrical, doors, glass, lock, floors, emergency repairs and any other facility issue a parish may encounter.
• Initiates preventative maintenance schedules, and sets up individual tasks to be performed in the work order system.
• Coordinates landlord/tenant property management work and resolves landlord issues.
• Generates management reports as requested, including but not limited to: outstanding work orders, work order response times, and overtime reports.
• Identifies and implements systems to streamline and gain efficiencies in work processes.
• Reviews, proofreads, and edits documents prepared for the administrator's or executive's signature.
• Tracks and helps manage calendar, assists with meeting set up, and other duties as assigned. Prepares agendas and collects materials for meetings, and conferences; takes minutes and keeps records of proceedings.
• Monitors expenditures, reconciles budget reports, analyzes data, and reports findings to the Executive Director of the Department.
• Monitors all reactive maintenance actions and progress. Keeps current on follow‑up dates for all outstanding requests for proposals, work orders and services.
• Works on special projects as assigned.
• Is available in the event of a facilities emergency and assists with other duties as assigned.
• Contributes to departmental goals.
• Performs any and all other duties as assigned.

Knowledge

• Microsoft Suite of products including Excel, Outlook, Word, and PowerPoint; Building management and Facility and Maintenance operations.
• Demonstrates ability in the following areas:
  • Strong interpersonal skills and ability to work in a team environment. Responsible for follow‑up on actions based on various team projects.
  • High organization skills in managing multiple projects simultaneously. Ability to perform and manage technically complex projects using independent judgment and personal initiative. Builds strong internal and external relationships using effective verbal and written communication skills.
  • Recognizes and acts on opportunities; adjusts direction when situation warrants.
  • Works independently without regular direct supervision.
  • Provides excellent customer service.
  • Performs other duties as required.

Licenses / Certifications

• A valid driver’s license is required.
• Must clear a Criminal Background Check.

Work Environment

• Employee is frequently exposed to fumes or airborne particles, moving mechanical parts and vibration. Employee is frequently exposed to a variety of extreme weather conditions on facility grounds. The noise level in the work environment and facility grounds can be loud.
• Must be able to work on nights and weekends as required by business needs.

Physical Demands

The position requires regular talking and hearing. It is very active and requires standing, walking, bending, kneeling, stooping, crouching, crawling and climbing.

Position Type and Expected Hours of Work

This is a full‑time position. Days and hours of work are Monday through Friday from 8:30 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand and must be available 24 hours a day and 7 days a week.

Travel

Some travel is expected for this position as the real estate and facilities of the Archdiocese of Washington are located in the District of Columbia and the counties of Montgomery, Prince George's, St. Mary's, Calvert, and Charles in the State of Maryland.

Required Education And Experience

• Bachelor's degree or equivalent from four‑year college or university.
• At least two (2) years of real estate and property management related experience in a professional environment.