Shop and Fleet Coordinator

Shop and Fleet Coordinator

Reports to: Director of Facilities and Grounds
Department: Facilites and Grounds
Supervision: None
Employment Status: Full-time
FLSA Status: Non-exempt

Start date: TBD
Last Updated:  May 25, 2021

Who We Are

Penland School of Craft is an international center for craft education offering residential workshops, residencies, community education programs, and exhibitions. Located on 420 acres in the NC Mountains, Penland has 16 teaching studios and 57 historic and contemporary buildings. We are an equal opportunity employer with a staff of 70. Penland operates with a $44 million endowment and an annual operating budget of $6 million. We are located about an hour northeast of Asheville, NC. Our mission supports individual and artistic growth through creative practice and discovery.

Commitment to Equity, Diversity, and Inclusion

We believe that equity, diversity, and inclusion are essential to fulfilling our mission. We want to inspire and nurture the human spirit, and we value the perspectives and contributions of all people. We want the Penland experience to include varied ideas, world views, and personal characteristics. Penland is committed to being a community that welcomes and respects everyone regardless of age, ability, ethnicity, race, religion, philosophical or political beliefs, sexual orientation, gender identity or expression, nationality, geographic origin, and socioeconomic status. We are committed to providing an environment free of discrimination.

Position Summary

The Shop & Fleet Coordinator is essential to the facilities and grounds department (F&G) by coordinating daily operations and projects to assist smooth facilities and grounds operations. They are responsible for the department’s office and shop environments, drive F&G administrative processes, and manage the school’s fleet. Organization, adaptability, analysis, attention to detail, collaboration, dependability, safety awareness, organizational sensitivity, and teamwork are characteristics central to this position. They report to the director of facilities and grounds and collaborate with the facilities and grounds staff. This is an administrative and technical position. This is a full-time, year-round, non-exempt, benefits-eligible position.

Primary Responsibilities

  • Works closely with the Penland Director of Facilities and Grounds and other F&G managers to ensure smooth and safe daily and strategic operations of the school campus and grounds.
  • Manage and maintain a productive office and facility shop environment that puts other staff members in a position to succeed.
  • Ensure well documented and clear and safe procedures related to shop and administrative F&G systems; Ensure clear communication, implementation, and update of operational and safety procedures.
  • Maintain shop equipment in clean, good working condition with proper calibrations and set-up.
  • Prepare detailed cost estimates and make recommendations regarding the feasibility of in-house or outside vendor repairs; contact and coordinate with all external service providers to schedule repair work and ensure timely completion.
  • Complete purchasing and invoicing for shop and fleet operations as required.
  • Manage the scheduling of contractors, inspectors, and visitors concerning facilities and grounds operations.
  • Assist with construction administration on major construction projects.
  • Manage work order requests as related to shop operations, deliveries, and the school’s fleet. Ensure work order lifecycle is clearly communicated and the community understands the priorities of requests.
  • Prepare and maintain records on all equipment maintenance activities, facilities, and grounds (water system, inspections, etc.).
  • Complete or schedule general maintenance and repairs to the Penland vehicle fleet (including vans, golf carts, mules, trucks) and maintenance equipment (tractor, backhoe, etc.).
  • Work under the direction of the director of facilities and grounds on other administrative-related activities as requested.
  • Proactively identify and drive administrative projects that will advance the strategic goals of the department.
  • Manage off-loading of freight deliveries for all areas of the school.
  • Implement special fabrication projects for facilities and grounds personnel.
  • Operate heavy equipment as needed.
  • Support on-call system for emergencies during evenings, weekends, and holidays as necessary.
  • Assist the school’s annual fireworks program and ensure safety through training and clear direction.
  • Manages the hazardous waste program in conjunction with the facilities manager. Scheduling pick up of hazardous waste.
  • Other duties as assigned.


  • A general understanding of the field of Craft.
  • Two years experience with fleet, facilities, and or construction. Professional experience in a nonprofit or school environment is preferred but not required.
  • General knowledge and experience of facility and grounds maintenance preferred.
  • Demonstrated skills related to organization processes and procedures and knowledge of equipment use and inventorying supplies are required.
  • Prior experience in vehicle and equipment maintenance, troubleshooting, and repair required.
  • Efficient time management and organizational skills.
  • Ability to effectively communicate in oral and written communications.
  • Solid experience with Microsoft (Word, Excel, Powerpoint) and Google Suite products. Must have a good knowledge of spreadsheet management software.
  • Certification in first aid and CPR, hazard waste, and be willing to gain pyrotechnics training.
  • Must have a valid driver’s license and clear motor vehicle screening.
  • Must have a good sense of humor and a hands-on philosophy.

Physical Demands

While performing this job’s duties, the employee must regularly sit and work at a computer. The employee is frequently required to use hands to finger, handle or touch objects, tools, or controls and talk fluently and hear. The employee is frequently required to stand, walk, and bend, and handle hazardous materials. The employee must occasionally lift and move objects weighing up to 75 pounds or more. Specific vision required by this job includes close vision.


This is a full-time, year-round, benefits-eligible position. The starting wage for this non-exempt position is $15.00, and negotiable based on the applicant’s skills and experience they bring to the position. This is a 40-hour week position and may occasionally see overtime. Employees at Penland enjoy competitive pay, attractive benefits, and a lively, creative work environment.

To Apply

The position will remain open until filled. Send cover letter, résumé, and contact information for three references, addressing relevant experience and interest in the position to Alyse Ostreicher, Human Resources Manager, Please include Shop & Fleet Coordinator as the subject of your email.

We look forward to hearing from you!