Coordinator, Facilities

Job Purpose

The Coordinator, Facilities supports the effective administration and daily operations of LT’s facility and fleet management program. This role ensures all physical spaces are maintained to high standards while optimizing the use of available resources. The coordinator serves as a key liaison between facility users, vendors, contractors, and property managers—managing maintenance requests, overseeing repairs, and ensuring timely and cost-effective service delivery. Periodic inspections of building systems and infrastructure (e.g., HVAC, plumbing, electrical, fire alarms) are essential to identify repair and renovation needs. Providing excellent customer service to all facility users is a core responsibility.

Essential Responsibilities

• Support the Facilities and Fleet Director with project management and administrative tasks, including the implementation of annual Capital Improvement Projects and coordination of vehicle fleet management activities.
• Manage the work order and maintenance ticketing system by assigning, tracking, and reviewing service requests.
• Coordinate repairs, schedule preventive maintenance, and respond promptly to emergency facility needs.
• Create and manage service agreements in compliance with internal policies and procurement procedures.
• Ensure completion of assigned duties and tasks with a strong sense of accountability and follow-through.
• Maintain accurate records and databases related to facilities, fleet operations, and maintenance activities.
  
  

Other

• Provide excellent customer service to all facility users by addressing concerns promptly and professionally.
• Manage multiple tasks effectively and prioritize responsibilities in a fast-paced environment.
• Work both independently and collaboratively as part of a team.
• Support budgeting, tracking, and reporting for facilities-related expenses.
• Perform other duties as assigned.
  
  

Qualifications

• Associate or bachelor’s degree in a relevant field, or an equivalent combination of education and related experience.
• Minimum of three years of experience in an office, facilities, or operations support role.
• Experience with construction and maintenance trades preferred.
• Familiarity with building systems and operations such as HVAC, electrical, plumbing, custodial and security is a plus.
• Working knowledge of Microsoft Office application: Word, Excel and PowerPoint.
  
  

Job Competencies

• Aloha: awareness and approach to the work with compassion, empathy, and kindness.
• ‘Imi Naʻauao: a constant desire for seeking knowledge; lifelong learner.
• Poʻokele: desire to perform in excellence.
• Wiwoʻole: maintain a courageous, brave, and fearless mindset.
• Pono: understand the appropriateness of time, place, reason, people, and tools.
• Kuleana: bring a deep sense of responsibility and accountability.
• Collaboration: Ability to interact effectively with youth, community partners, and multi-disciplinary teams. Knowledge of community resources and services.
• Ethical Practice: Model the highest level of ethical behavior, integrity, and social responsibility Uphold and embody all LT values.
• Communication: Clearly convey and receive information and ideas. Engage the listener and invite response and feedback. Demonstrate strong written, oral, and listening skills.
• Cultural Competence: Respect and relate well to people from varied backgrounds and sensitive to group differences. Experience working with at-risk youth and ability to apply positive youth development principles to that work.
• Relationship Management: Experience working with staff at all levels in a collaborative environment; ability to promote and sustain positive workplace values and relationships.
• Interpersonal Skills: Ability to work well under pressure and to remain calm and controlled when faced with challenging situations.
• Strong leadership skills and ability to analyze complex issues and quickly solve, diffuse, or escalate problems.
• Ability to work with minimal supervision and collaboratively across the organization to deliver outcomes.
• Detail-oriented with meticulous documentation and recordkeeping skills.
• Ability to communicate clearly and concisely in writing or verbally to convey complex issues in an uncomplicated way.
• Possess high emotional intelligence to facilitate difficult conversations in a complex, dynamic environment.
• Proficient in project management and/or continuous improvement methods to improve processes with stakeholder buy-in and measurable results.
• Skilled in safe operation of vehicles and equipment.
• Ability to work varied hours/days as business dictates.
  
  

Travel Requirements

In alignment with our organizational competencies of Alu Like I ka Hana (Teamwork) and Ho`omau i ka `imi Na`auao (Continuous Learning and Improvement), this position will require occasional travel across the island, inter-island, and out-of-state depending on the needs of the team and the organization. While travel may not always be a need, the ability to travel when required remains a crucial aspect of this position in order to successfully contribute to our concerted efforts to carry out our Queen’s legacy.

This description reflects management’s assignment of essential functions, it does not proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time.

Organization Competencies

• Alignment with Queen’s legacy: Understanding and appreciation of Queen Liliuokalani’s story, her legacy and the Hawaiian Culture is foundational to staff’s commitment to working with our Hawaiian children, families and communities. Demonstrates respect for and appreciation of Hawaiian values history, and culture, understanding its implication in one’s work, in fostering meaningful relationships, and in embracing the community served.
• Ho`omau i ka `imi Na`auao (Continuous Learning and Improvement): Committed to creating and reinforcing an environment of continuous learning and improvement.
• Ho`ike i na Mana`o Pono (Effective Communication): Communicates with those we serve and each other in a consistent manner that results in mutual understanding, harmony, and action.
• No'ono'o loi (Critical Thinking and Problem Solving): Actively and skillfully understands, conceptualizes, applies, analyzes, synthesizes, and/or evaluates information and develops and supports fact-based analyses and recommendations.
• Ho'o kumu a'e or `Imi hakuhia (Innovation): Identifies and integrates creative ideas into new or existing services and promotes effective problem-solving.
• Pilina Ho`ohana a me ka Hana Hilina`i (Building Relationships and Creating Trust): Manages relationships to create optimal opportunities and move the organization forward.
• Alu Like I ka Hana (Teamwork): Works cooperatively and collaboratively with others throughout the organization in alignment with the organization's objectives.
• Ho`onui I ka `Ike (Capacity Building): Encourages personal growth by exhibiting trust and a belief in the capacity of others.
  
  

Mental and Physical Demands

Perform light physical work, including climbing, stooping, kneeling, crouching, reaching, and lifting weight of up to 25 pounds. Exposed to outdoor climate and diverse terrain.

Terms and Conditions of Employment

As a condition of employment, employee will be subject to LT’s policies and procedures.

Job Title: Coordinator, Facilities

Reports to: Director, Facilities and Fleet Management

FLSA Status:Non-Exempt

Aligned Executive: VP, Chief Operating Officer

Kipuka: Liliʻuonamoku

Department: Facilities and Fleet Management

Liliʻuokalani Trust is an Equal Opportunity Employer. We strive to recruit, train, and retain innovative talent from a diverse candidate pool. All employment decisions will be based on merit, competence, performance, and business needs. Applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity or expression, religion, ancestry, genetic information, citizenship, marital/civil union status, arrest and court record, domestic or sexual violence victim status, credit history, disability or veteran/military status or other applicable legally protected characteristics.