Department Coordinator

The Department Coordinator provides administrative support for the Facilities, Transportation, and Service Center departments. This position is responsible for maintaining department documentation, coordinating preventive maintenance activities, assisting with vendor management, maintaining compliance records, processing invoices, and supporting the Associate Director with day-to-day administrative responsibilities. This position works closely with department leadership to ensure organized, efficient, and consistent administrative operations.

Essential Functions and Responsibilities:

• Provide administrative support for the Facilities, Transportation, and Service Center departments.
• Maintain department files, forms, records, and documentation.
• Prepare reports, spreadsheets, and other administrative documents as assigned.
• Maintain preventive maintenance schedules and recurring service calendars.
• Schedule vendor service visits for preventive maintenance and inspections.
• Request vendor quotes and pricing as needed.
• Assist with maintaining annual vendor contracts and renewal information.
• Obtain and maintain Certificates of Insurance (COIs) and other required vendor documentation.
• Maintain vendor contact information and department vendor files.
• Process invoices and submit paperwork for payment.
• Assist with department budget tracking and reporting.
• Maintain department forms, templates, and Standard Operating Procedures (SOPs).
• Track inspections, licenses, permits, certifications, and other compliance requirements.
• Maintain equipment, vehicle, and service documentation.
• Assist with maintaining department metrics and operational reports.
• Coordinate administrative support for department meetings and prepare meeting materials as needed.

Required Skills/Experience and Attributes:

• Strong organizational and time management skills.
• Excellent attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities while meeting deadlines.
• Proficient with Microsoft Office, including Outlook, Word, and Excel.
• Ability to work independently with minimal supervision.
• Professional customer service and vendor relations skills.
• Ability to maintain confidential information.

Attendance Requirements:

Typically, Monday through Friday, however must be flexible enough to work early mornings, nights, or weekends when needed.

Work Environment:

Office environment with occasional visits to Service Centers, Facilities work areas, and other Co-op locations.

The salary range for this position is $23.28 to $33.70. This range represents the full earning potential for the role as skills and tenure grow. The expected hiring range is $24.00 to $27.00, which supports internal equity and aligns with current budget parameters, while preserving opportunity for future increases.