Coordinator Landscape & Exterior (FMD)

Work Arrangement: 
Requisition Number:  237839
Regular or Temporary:  Regular

Durham, NC, US, 27710

Date:  Nov 15, 2023

Occupational Summary

The person in this position serves as the main liaison between Duke Facilities Management Department (FMD) and campus stakeholders. This role involves coordinating activities related to the repair, maintenance, and renovation assigned facilities, systems, and equipment. This includes coordinating skilled trades workers, ensuring team availability, and excellent customer service. The assigned facilities encompass buildings as well as exterior features such as grounds, landscaping, walkways, paths, plazas, walls, bridges, stairways, fences, signage, bollards, outdoor furnishings, and more. The coordinator works closely with various campus stakeholders to understand and meet their needs while fostering a strong working relationship.


Work Performed:

  • Engage regularly with representatives and customers to understand their needs and provide excellent customer service.
  • Represent FMD positively when interacting with university departments, keeping them informed about work order and project status.
  • Maintain a comprehensive contact list of customers and occupants for effective communication.
  • Coordinate with after-hours staff and conduct assessments of after-hours services.
  • Conduct pre-event coordination and post-event assessments, documenting meetings and providing reports.
  • Lead meetings to coordinate schedules for activities, including preventive maintenance, repairs, landscaping, and unplanned work.
  • Inform Buildings and Landscape Services leadership of progress and request assistance when needed.
  • Coordinate services for assigned areas, collaborating with customers for all work, including preventive maintenance and repairs.
  • Follow the Work Order (WO) priority system and coordinate shutdown schedules to minimize interference.
  • Coordinate regulatory, safety, and environmental inspections and audits.
  • Provide support for life safety activities.
  • Support turnover of OPM Capital Projects to Buildings and Landscape Services teams.
  • Oversee small to midsized planned building renewal projects.
  • Maintain a positive and professional work environment while addressing operational, safety, and service issues.
  • Participate in implementing the FMD safety program and conduct safety and quality inspections.
  • Plan for seasonal events and coordinate with Building Coordinators from other precincts.
  • Provide recommendations on areas impacting long-term operation and maintenance.
  • Participate in facility condition assessment activities and periodically update assessments.
  • Provide input to the building renewal budget planning process.
  • Participate in selection and development of service contract agreements with Outside Service Providers (OSPs).
  • Ensure effective and efficient delivery of services provided through OSPs.
  • Develop and maintain business relationships with key OSPs.
  • Monitor OSPs’ compliance with approved scope and service levels.


Additional Job Functions:

  • Provide backup for other Building Coordinators.
  • Seek feedback from stakeholders on performance.
  • Attend professional and industry group meetings to stay current.
  • Perform other related duties as assigned.



Required Qualifications at this Level:


Education, Training and Experience:

Work requires communication, coordination and trades skills normally acquired through a high school education plus two years of specialized training in the building trades.

Minimum of five (5) years direct experience in commercial or institutional facilities maintenance and operations settings required (experience in higher education, hospitals or manufacturing facilities preferred)




Preferred Experience:

5 years directly related leadership experience, and proven performance in a maintenance and operations environment.

Demonstrated management, supervisory and motivational skills

Experience in planning work with multiple interdependent workstreams across multiple functional areas; ability to plan and schedule work, including determining staffing, equipment and material/supply needs

Proficient in Infor EAM Work Order Management System or equivalent system

Working knowledge of the methods, materials, tools and equipment used in the building trades

Experience in a workplace governed by a collective bargaining agreement



Knowledge, Skills and Abilities:

Computer software skills using MS Office including Word, Excel, PowerPoint, and Outlook required

Excellent oral and written communication skills; ability to communicate effectively to a wide range of audiences, including senior University management, faculty, staff from other departments, students, and others required

Ability to create and maintain positive customer and stakeholder relationships required

High level of organizational planning, teamwork, analytical reasoning skills including data analysis techniques skills required

Ability to read and interpret architectural and engineering building and system plans, diagrams and specifications required





Minimum Qualifications




Work requires communication, coordination and trades skills normally acquired through a high school education plus two years of specialized training in the building trades.




Work requires a broad knowledge of building systems, equipment, OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE renovations, and maintenance normally acquired through five years of experience in one or more of the skilled trades.


Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.


Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.


Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.


Nearest Major Market: Durham
Nearest Secondary Market: Raleigh