Technical Facilities Coordinator

About the Role

We are seeking a Project Operations Coordinator, Renovations & Facilities (internally known as Technical Coordinator) to serve as the administrative and coordination backbone for our Renovations & Facilities team across 59 NYC schools and a growing Florida portfolio. This role keeps vendors scheduled, tracks project commitments, and builds accurate departmental reporting for technical and financial decisions. Designed as an early-career opportunity, it combines hands-on exposure to building operations with practical, responsible AI automation of routine coordination tasks.

Key Responsibilities

• Coordinate assigned vendors day to day, including scheduling, site access, arrival and departure logistics, and confirmation that work happened as scheduled.
• Log, route, and track service requests from intake through resolution, escalating to the responsible manager when a request stalls or when a condition may affect safety or instruction.
• Maintain project and vendor records, including contracts, insurance certificates, scopes, submittals, inspection reports, warranties, and asset information, so the department can retrieve evidence when it is needed.
• Track progress against schedules and open-item lists, chase outstanding actions, and keep trackers current rather than reconstructing them before meetings.
• Support closeout by assembling and checking turnover packages for completeness, confirming that as-built information, warranties, operations and maintenance material, and training records are present, and flagging gaps to the responsible manager for technical verification.
• Support purchasing and invoice processing, matching invoices to authorized scope and purchase orders and raising discrepancies before payment.
• Prepare meeting logistics, agendas, and follow-up notes capturing decisions, owners, and due dates, and track those commitments to closure.
• Maintain the department's dashboards and recurring reporting across work orders, projects, vendors, spending, and compliance, and produce them on a published cadence rather than on request.
• Own day-to-day data quality in the work-order, asset, and project systems, including category, priority, owner, and closure fields, and correct or escalate records that would distort reporting.
• Run routine analysis on the department's own data, including recurring failures by school and category, work-order aging, vendor response, and spending against budget, and flag patterns worth a manager's attention.
• Define and document the data standards the department reports against, so a figure means the same thing in every report.
• Identify and automate repetitive coordination and reporting work, including scheduling, document routing, closeout tracking, invoice matching, and report generation.
• Use AI tools routinely and responsibly to speed up the work: extracting data from submittals, invoices, inspection reports and closeout packages; drafting routine vendor and school correspondence; summarizing long documents; and surfacing patterns in work-order and spending data.
• Verify AI output before it is relied on. Anything touching life safety, compliance, contractual obligation, or payment is checked against the source document, and anything uncertain is escalated rather than passed along.
• Communicate clearly and promptly with school staff, vendors, and internal partners, and escalate rather than absorb when something is outside your authority.
  

Competencies

• Operational Organization: Demonstrates high-volume follow-through and tracking across multiple commitments without dropping details.
• Data & Technical Fluency: Maintains precise departmental records and builds clear reports using spreadsheets and system tools.
• Practical AI Application: Leverages AI tools to automate repetitive tasks while applying sound judgment to verify critical outputs.
  

Qualifications

• One to three years of coordination, administrative, or operations experience, ideally in facilities, construction, property, or another field environment. Strong candidates from adjacent fields will be considered.
• Demonstrated organization and follow-through across many small commitments at once, with a record of things not being dropped.
• Strong working command of spreadsheets, including lookups, pivots, and clean data structure, and comfort with shared document systems and workflow or ticketing tools.
• Demonstrated ability to build a recurring report or dashboard that someone else relied on, and to explain what the numbers do and do not show.
• Willingness to learn a work-order and asset system properly and to take responsibility for the quality of what is in it.
• Clear, professional written and verbal communication with people at every level, from a technician on site to a school leader.
• Accuracy with records, numbers, and documentation, and the judgment to notice when something does not reconcile.
• Genuine interest in how buildings work and in building technical fluency over time.
• Practical fluency with AI tools and a habit of reaching for them on repetitive work, together with the judgment to know where their output must be verified. We would rather hire someone who has automated part of a previous job than someone who has only used AI to write.
• Discretion with confidential building, vendor, and financial information.
• Exposure to construction or facilities documentation such as submittals, closeout packages, warranties, or certificates of insurance is preferred.
• Familiarity with a CMMS, work-order, or project-management platform is preferred.
• Experience with a reporting or business intelligence tool, or with automating a manual reporting process, is preferred. Demonstrated capability and judgment matter more than any specific degree or credential.
  

Work Expectations

• This is a New York City-based role with regular presence at the Network Office and periodic travel to schools.
• Occasional evening or weekend coordination is required during the summer construction season and for urgent conditions.
  

Compensation, Benefits, & Perks

At Success Academy, we invest boldly in our Network team with a comprehensive package designed to support your health, financial future, and overall well-being:

• Day-One Health & Wellness: Medical, dental, and vision coverage starting your first day (SA covers 82% of our core medical plan), plus a free One Medical membership and confidential mental health support via EAP/Talkspace.
• Financial Security: 403(b) retirement plan with a 3% employer match, up to $2,400/year in employer HSA contributions, employer-paid life/disability insurance, and Public Service Loan Forgiveness (PSLF) eligibility.
• Time to Recharge: Generous paid time off, paid holidays, and paid parental leave.
• Perks & Stipends: A $50/month cellphone stipend ($600/year), pre-tax commuter benefits, backup family care, and performance-based earning incentives.

This is a hybrid position based in our NYC Financial District office, requiring on-site work Tuesday through Thursday and remote work on Monday and Friday.

Compensation Range 65000 - 71000 USD