<p>Job Description:</p> <p>Under the supervision of the Director of Facilities and Grounds, the Facilities and Maintenance Administrative Assistant is responsible for managing and coordinating Park Tudor facilities and daily operations. This involves ensuring that the facilities are well-maintained, safe, and functional by overseeing tasks such as maintenance, repairs, vendor contracts, safety protocols, event planning and setup, furniture inventory, and equipment procurement.</p> <p>This is a full-time, exempt position that reports to the Director of Facilities and Grounds. The position may involve working overtime and on weekends as necessary.</p> <p>Essential Responsibilities:</p> <ul> <li>Facilities Operations: Assist in overseeing daily facility operations, including building systems (HVAC, electrical, plumbing), managing preventive maintenance programs, and coordinating emergency repairs. Also responsible for grounds upkeep, including landscaping, snow removal, and outdoor maintenance. </li><li>Work Order Management: Receive, prioritize, and assign maintenance and custodial work orders; track progress through completion using the FMX system. </li><li>Preventive Maintenance Scheduling: Plan and coordinate preventive maintenance services with internal staff and external vendors via FMX. </li><li>Event Support: Coordinate staffing and logistics for school events, including audio-visual and technical theatre requests. Ensure proper setup and teardown for all campus events. </li><li>Calendar Coordination: Collaborate with departments and leadership to manage the school calendar and schedule events. Maintain comprehensive knowledge of all school and non-school activities for accurate planning. </li><li>Budget and Finance: Process maintenance invoices and monthly Visa statements; assist with budget development, expense monitoring, and procurement of materials, equipment, and vendor services. </li><li>Payroll Administration: Review and prepare maintenance department timesheets; track vacation, sick, and personal days using Veracross. </li><li>Project Management: Assist in planning, coordinating, and monitoring facility maintenance and capital improvement projects. </li><li>Fleet Vehicles: Responsible for coordinating transportation for all buildings and departments and assigning vehicles to Park Tudor Faculty, Staff, Coaches, etc. Also responsible for vehicle maintenance scheduling. Coordinate and schedule rental vehicles and buses for field trips, sporting events and other school activities. </li><li>Vendor Management: Maintain strong relationships with external service providers and ensure timely, high-quality completion of contracted work. </li><li>Safety Compliance: Support campus safety protocols and assist during emergencies or crisis situations. </li><li>Communication and Reporting: Provide regular updates on facility status, maintenance schedules, expense reports, event logistics, and work order progress. </li><li>Shipping and Receiving: Manage all campus shipping and receiving operations. </li><li>Other Duties: Provide clerical support and perform additional tasks as assigned. </li></ul> <p>Qualification Requirements:</p> <p>Education:</p> <ul> <li>Bachelor's Degree </li><li>Experience: 3-5 years relevant experience </li></ul> <p>Required Qualifications:</p> <ul> <li>Strong organizational skills </li><li>Computer skill proficiency with Microsoft Office, Microsoft SharePoint, Google Workspace </li><li>Excellent organizational and time management skills, with a strong attention to detail </li><li>Must be able to lift 25 pounds </li><li>Ability to pass a pre-employment background check in accordance with applicable laws </li><li>Ability to pass a drug screen at the time of hire and throughout employment, as permitted by law </li><li>Hold a valid driver's license and have a good driving record (must be insurable by School's insurance provider) </li><li>Willingness to engage in all aspects of the Park Tudor community while promoting the school's mission, vision, and values </li></ul> <p>Park Tudor School offers excellent pay and a comprehensive benefit package. Professional development opportunities are available through participation in conferences and workshops, membership in professional organizations, and continuing education. Park Tudor is an Equal Opportunity Employer. Those who would add to the diversity of our staff are strongly encouraged to apply. Interested candidates should send their resume and cover letter to hr@parktudor.org and complete the online job application.</p> <p>For more information regarding Park Tudor School, consult the Park Tudor web site at www.parktudor.org.</p>