Facilities and Endowments Coordinator - The Woodlawn Cemetery & Conservancy : Job Details

Job Description

Job Title: Facilities and Endowments Coordinator

Department: Facilities and Endowments

Reports To: Director of Facilities and Infrastructure

Classification: Exempt

Salary - $65K to $75K

A National Historic Landmark, a certified arboretum, an outdoor museum of art and architecture, and an active cemetery ranking among the world's greatest, Woodlawn Cemetery & Conservancy is among the nation's most iconic properties. We are the final resting place of some of the most influential and well-known Americans, and our memorials represent the country's most extensive and finest collection of funerary art.

We are a place that serves the families of New York and the surrounding areas during their time of need. We are also a center for education and exploration, and our programs offer community members a new way of looking at art, history, and culture. We are a 400-acre urban oasis with more than 310,000 individuals interred on our grounds and over 100,000 visitors worldwide yearly.

If you can deliver excellence as a member of the Woodlawn family, check out the job description below!

Position Summary

Position Summary

Reporting to the Director of Endowments and Facilities, you will help establish endowments to care for family properties throughout Woodlawn Cemetery and track the workflow to ensure the required work is performed according to schedule across all the endowed properties. You will also ensure the endowments are billed appropriately for the completed work. Under the guidance of the Director, track vendor progress on various facility improvement projects on more than 15 miles of roads within the cemetery, the sidewalks and fencing around the cemetery, and many buildings and structures throughout the property. You will help manage a fleet of vehicles, ensuring they are adequately maintained. You will facilitate vendor relationships, assist with the bidding process, and secure reliable supply chains. You will be a hands-on contributor to a team responsible for ensuring a clean, safe, and enjoyable environment for all visitors.

Position Responsibilities

Endowments:

· Work with lot owners to establish endowments on their family property.

· Locate specific property within the cemetery and perform measurements and counts of family headstones, mausoleums, and plantings.

· Calculate the cost to endow the family monumentation and plantings.

· Prepare endowment estimate agreements and provide them to the lot owner.

· Coordinate payment receipts with the accounting department and issue the final endowment agreement to the lot owner.

· Ensure all endowment data is accurately entered and reflected in the system.

· Investigate and resolve customer concerns regarding their endowed property structures and plantings.

· Work with the Preservation Training Program team to schedule and complete annual endowment work related to the family monument structures.

· Work with the cemetery's landscape vendor to schedule and complete all gardening services on endowed properties.

· Ensure all work completed on endowed properties is documented in the endowment records in the cemetery management system.

· Work closely with the Director of Endowments and Facilities and the accounting department to ensure that the lot owner endowments are appropriately charged for the work completed.

Facilities and Operations:

Construction and Maintenance of the Cemetery's Physical Plant:

· Assist the Director with scheduling work, monitoring progress, and measuring results of facility improvement projects.

· Ensure maintenance contracts are in place, especially for all HVAC systems and equipment.

· Coordinate repair work with vendors to address plumbing, electrical, and HVAC issues.

· Work with the Director in the planning, bidding out, and managing the maintenance and repairs of fences, roads, signs, water, sewer lines, etc.

· Assist with bid specifications and Requests for Proposals (RFPs) for building repairs, service contracts, and construction projects.

· Assist with developing a preventive maintenance plan to reduce the incidence of emergency repairs.

· Recommend improvements and corrections in operating procedures.

· Oversee the dumping of appropriate material at off-premises sites.

· Responsible for handling vehicle registrations, permits, and licenses for the operation of vehicles.

· Review, code, and approve invoices for payment

· Assist in developing annual work plans for Woodlawn's facilities and in establishing short-term and long-term priorities for this functional area.

· Review work for timeliness, accuracy, and completeness.

· Manage the fulfillment of work orders and equipment repairs.

· Assist with the timely adherence to OSHA, DEP, and other federal, state, and local rules and regulations, reporting all safety issues.

· Coordinate with event and program staff to ensure facilities are prepared, safe, adequately staffed, and properly dismantled upon conclusion.

· Work cooperatively with other departments to ensure a clean, safe, and positive experience, handling external complaints or issues concerning operations.

· Participate in the planning process for all construction activity and archive all current and future construction documentation in paper and digital form.

· Effectively coordinate and communicate with other departments regarding facilities projects to ensure the necessary staff is aware of work being done, especially when disruptions are likely.

· Respond to after-hours emergency calls escalated by security, including alarms, customer assistance, gate operation, etc.

Administrative Functions:

· Maintain certificates required by governmental agencies.

· Handle related customer service inquiries.

· Complete estimates on annual and bequest accounts.

· Secure capital bids and act as purchasing agent.

Position Qualifications

Competencies:

· Communication Skills – Possess excellent verbal and written communication skills.

· Detail Oriented – Ability to pay attention to the minute details of a project or task.

· Interpersonal – Ability to show consideration for and maintain good relationships with others.

· Accountability – Ability to accept responsibility and accountability for actions.

· Autonomy – Ability to work independently with minimal supervision.

· Relationship Building – Ability to effectively build relationships with lot owner families, donors, and staff.

· Analytical Skills – Strong analytical skills to perform detailed analyses.

· Technical Aptitude – Ability to comprehend complex topics and specialized information.

Qualifications:

· College graduate with a bachelor's degree with 1 to 3 years of work experience in either the endowments or facilities management areas preferred.

· Solid working knowledge of Microsoft Word and Microsoft Excel applications.

· Experience in managing endowment processes is highly desirable.

· Experience in the construction industry a plus.

· Must possess a valid driver's license and have a clean driving record.