Maintenance Coordinator

Job Title: Maintenance Coordinator

Department: Facilities - Maintenance

Classification: Non-Exempt

Grade: 9 or 10 (Depending Upon Qualifications)

FTE/Working Schedule: 1.0 (40 Hours/Week)

Position Overview:

The Maintenance Coordinator provides project support and administrative assistance to the Maintenance Manager and Grounds Manager. This role is responsible for identifying needs, developing scopes of work, organizing logistics, and tracking progress for all campus maintenance projects. The Maintenance Coordinator ensures timely communication, scheduling, and documentation of maintenance activities, working closely with the Maintenance Manager and trade lead workers to ensure successful execution.

Compensation:

The expected starting hourly range for this position is between $25.00 to $29.10. Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility.

Essential Job Functions/Responsibilities:

Maintain and update campus maintenance project communication tools

Develop scopes of work, solicit competitive bids, and oversee execution of minor facility upgrades (e.g., painting, roofing, repairs, exterior cleaning)

Coordinate scheduling of maintenance tasks and provide timely notifications to stakeholders

Collaborate with trade lead workers to align project timelines and resource allocation

Document project progress and generate reports for leadership review

Maintain and update manuals, equipment records, and Workday asset/preventive maintenance documentation

Request bids from qualified contractors for routine testing and maintenance services

Manage financial documentation including purchase orders, requisitions, invoices, and supplier contracts; monitor project costs

Administer work orders related to maintenance projects, including vendor coordination

Support compliance with safety and operational protocols

Serve as SimpleK key software administrator

Assist the Maintenance Manager during emergencies and provide support as needed during nights and weekends

Educations/Experience/Skills:

Required

To qualify for non-exempt, grade 9, an associate degree plus a minimum of 2 years of experience providing administrative support in a mid-size to large organization or high school diploma/GED and 4-5 years of directly related prior experience in a mid-size to large organization, is required

To qualify for non-exempt, grade 10, a bachelor’s degree plus a minimum of 3 years of experience providing administrative support in a mid-size to large organization or as associate’s degree and 6 or more years of directly related prior experience in a mid-size to large organization, is required

Successful completion of background checks

Proficiency in Microsoft Office Suite and Google applications

Strong customer service orientation and interpersonal skills

Ability to thrive in a fast-paced environment with frequent interruptions

Excellent decision-making, problem-solving, and time management skills

Outstanding written and verbal communication skills

Preferred

Experience managing small-scale projects

Familiarity with contractor coordination

Exposure to complex maintenance workflows

Prior experience in a facilities maintenance or working with trades

Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels.

Note: This position description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization.

Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.

Carleton also offers a robust suite of benefits including: A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution. Medical, dental, vision, life and disability insurance. Paid time-off, including 15 vacation days, 8 paid holidays, 3 floating holidays, 2 weather days, and extra days at the end of the calendar year to make a continuous week off before New Year’s. Employee Assistance Program (EAP) for all employees. A dependent tuition program after six years of service.

Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota. Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.

R-01329