Facilities Coordinator

Title: Facilities Coordinator

State Role Title: Admin and Office Spec III

Hiring Range: $40,000.00 - $45,000.00

Pay Band: 3

Agency: Jamestown-Yorktown Foundation

Location: CSC General

Agency Website: jyfmuseums.org

Recruitment Type: General Public - G

Job Duties

The Facilities Coordinator provides essential support to the Jamestown‑Yorktown Foundation by managing procurement files, contracts, and departmental records. This role assists with purchasing supplies and services, tracks vendor compliance, and helps assign and monitor work orders. This role prepares purchase orders, reconciles credit card transactions, reviews invoices, and ensures compliance with state procurement standards. They also support project administration by maintaining construction files, coordinating vendor correspondence, and generating reports. As the point of contact for museum events, the coordinator helps plan and communicate facilities needs to ensure smooth operations. Additional responsibilities include assisting with transportation policy compliance, maintaining inventory, and supporting emergency or special projects. Strong communication, organization, and teamwork are essential, along with flexibility to respond to evolving needs across the department.

Minimum Qualifications

Customer Service - Considerable knowledge of principles and processes for providing customer service. This includes setting and meeting quality standards for services, and evaluation of customer satisfaction.

Administrative Practices - Considerable knowledge of office administrative functions and clerical procedures.

Exceptional organizational and accounting skills and impeccable attention to detail.

Technology - Expert knowledge of office electronic equipment, and computer hardware and software, i.e., MS Word, Excel, PowerPoint, Access, Outlook and/or Google Suite. Familiar with various CMMS systems. Ability to design and edit graphic presentations and materials. Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).

Interpersonal Relationships – Ability to develop and maintain cooperative and professional relationships with employees and all levels of management to include representatives from other departments and organizations.

Critical Thinking - Using logic and reasoning to understand, analyze, and evaluate situations and then to research information to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to the situation.

Judgment and Decision Making - Exercises appropriate judgment in establishing priorities and resolving complex matters. Considering the relative costs and benefits of potential actions to choose the most appropriate one. Ability to make appropriate, informed decisions regarding priorities and available time.

Time Management - Strong organizational skills and ability to manage and coordinate multiple priorities simultaneously, support team members, and track complex tasks. Ability to plan and organize daily work routinely. Ability to implement work activities in accordance with priorities and estimated schedules.

Confidentiality and Social Perceptiveness - Handling interactions with poise, tact and diplomacy and in a confidential manner. High degree of professionalism in dealing with diverse groups of people, including senior executives, staff, and Commonwealth of Virginia partners. Ability to maintain proprietary and confidential information.

Communication - Ability to communicate ideas and proposals verbally and in writing effectively so others will understand; to include the preparation of reports, agendas, and policies. Ability to listen and understand information and ideas being presented verbally and in writing. Able to maintain a high level of integrity and discretion in handling confidential information.

Additional Considerations

Experience in administrative and/or accounting roles
Experience in construction of facilities, maintenance administration
Advanced Proficiency Microsoft Office Suite.
Knowledge of, and/or the ability to quickly learn and achieve proficiency in eVA (Virginia eProcurement Portal) and all state compliances for small purchases.

Special Instructions

You will be provided a confirmation of receipt when your application and/o