What are the responsibilities and job description for the Facilities and Operations Department Coordinator position at Germantown Academy?
Germantown Academy
We inspire students to be: Independent in Thought
Germantown Academy is committed to the work of equity and inclusion and believes that equal opportunity in all aspects of employment supports the mission of the school and the successful attainment of our strategic objectives. Candidates must exhibit an appreciation of, a sensitivity to, and a respect for a diverse academic environment, inclusive of students, faculty, and staff of varying socioeconomic, cultural, ideological and ethnic backgrounds.
Position Summary: Reporting to the Director of Facilities, the Facilities and Operations Department Coordinator provides high level administrative and operational support. The role blends executive assistant responsibilities with active involvement in departmental operations, including buildings and grounds, campus security, and management of external facility rentals that generate auxiliary revenue. The coordinator will be expected to work in a fast paced, high demand work environment that requires good judgment, strong attention to detail, customer service, and the ability to prioritize. This is a full-time, 12-month position with an excellent array of benefits and a competitive salary.
Primary Responsibilities
We inspire students to be: Independent in Thought
- Confident in Expression
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- Collaborative in Action
- Honorable in Deed
Germantown Academy is committed to the work of equity and inclusion and believes that equal opportunity in all aspects of employment supports the mission of the school and the successful attainment of our strategic objectives. Candidates must exhibit an appreciation of, a sensitivity to, and a respect for a diverse academic environment, inclusive of students, faculty, and staff of varying socioeconomic, cultural, ideological and ethnic backgrounds.
Position Summary: Reporting to the Director of Facilities, the Facilities and Operations Department Coordinator provides high level administrative and operational support. The role blends executive assistant responsibilities with active involvement in departmental operations, including buildings and grounds, campus security, and management of external facility rentals that generate auxiliary revenue. The coordinator will be expected to work in a fast paced, high demand work environment that requires good judgment, strong attention to detail, customer service, and the ability to prioritize. This is a full-time, 12-month position with an excellent array of benefits and a competitive salary.
Primary Responsibilities
- Support the Director of Facilities
- Manage the Director of Facilities’ calendar and meeting preparation.
- Prepare reports, presentations, budget summaries, and Board-level materials
- Track department goals, capital projects, and strategic initiatives.
- Support preparation of annual operating and capital budgets.
- Schedule Safety Committee meetings, prepare minutes, and maintain records of the meetings.
- Coordinate with the Assistant to the Head of School to schedule meetings for sub-committees of the Board of Trustees (Campus Planning), prepare minutes, and distribute materials to necessary parties.
- Facilities Department Coordination
- Assist in implementation of parking plans for employees and for special events.
- Coordinate with contractors and vendors, maintain contracts, service agreements, and insurance documentation.
- Obtain township permits as necessary for campus events.
- Serve as point person for FMX all-school calendar and coordinate with office assistants for ongoing event planning.
- Approve new facility requests and coordinate appropriate maintenance, security, and housekeeping needs.
- Track preventative maintenance schedules and compliance requirements in coordination with the Director of Maintenance.
- Assist in bid solicitation, vendor comparison, and contract tracking.
- Support capital project documentation, scheduling coordination, and stakeholder communication.
- Assist with coordination of school wide drills and compliance records.
- Provide general support to the Security Department by administering the door access control system, visitor management procedures, and ID badge system.
- Maintain organized digital and physical filing systems.
- External Rentals and Auxiliary Revenue Support
- Serve as primary point person for all incoming facilities/field rental inquiries.
- Write contracts and manage rental files, including waivers, certificates of insurance, payments, and monthly reports.
- Manage rental calendar and book rentals in FMX software.
- Serve as liaison between renters, GA athletics, and facilities departments to ensure event readiness.
- Provide strategic marketing support to increase facility and field rentals.
- Assist with all-school special events, auxiliary income events, and projects as requested.
- Attend administrative meetings as needed.
- Work with the facilities team on GA/PC Day.
- Other duties as assigned.
- Bachelor’s degree preferred
- A minimum of 5 years of administrative assistant experience.
- Experience in facilities, construction, property management, school operations, or related field strongly preferred.
- Independent School or educational environment experience preferred.
- Proficiency in Microsoft Office Suite and facilities/work order software systems (FMX) preferred.
- Experience working with budgets, spreadsheets, and operational data.
- Strong written and verbal communication skills.
- Ability to manage multiple priorities in a fast-paced environment.
- High level of discretion and professionalism.
- Collaborative mindset with a service-oriented approach.
- Ability to walk GA’s campus to view and show rental spaces.
- Demonstrated ability to work both independently and as part of a team.