Key Responsibilities and Required Skills for Grounds Coordinator

🎯 Role Definition

The Grounds Coordinator is a pivotal leadership role responsible for the planning, coordination, and direct supervision of all activities related to landscape maintenance, horticultural care, and the overall presentation of the organization's grounds. This individual acts as the primary point of contact for the groundskeeping team, ensuring that our campus, facility, or property is maintained to the highest standards of safety, functionality, and aesthetics. You will blend hands-on expertise with strong organizational skills to manage projects, resources, and personnel effectively, creating a welcoming and pristine outdoor environment for all visitors, employees, and residents.

📈 Career Progression

Typical Career Path

Entry Point From:

Lead Groundskeeper
Senior Landscape Technician
Horticulture Specialist

Advancement To:

Grounds Manager / Superintendent
Facilities Operations Manager
Director of Landscape Services

Lateral Moves:

Facilities Coordinator
Project Coordinator (Landscape/Construction)

Core Responsibilities

Primary Functions

Plan, schedule, coordinate, and oversee the daily work of the groundskeeping crew, ensuring efficient and effective completion of all landscape maintenance tasks.
Develop and implement comprehensive, year-round grounds management programs, including turf care, fertilization, integrated pest management (IPM), and weed control strategies.
Supervise and participate in various horticultural tasks such as planting, pruning, mulching, and the care of trees, shrubs, perennials, and annual flower beds.
Manage and maintain the campus irrigation systems, including programming controllers, conducting repairs, performing seasonal startups/shutdowns, and ensuring efficient water usage.
Operate and provide training on a wide range of grounds maintenance equipment, including commercial mowers, tractors, loaders, trimmers, blowers, and specialized turf equipment.
Conduct regular inspections of all grounds, landscapes, and hardscapes to identify maintenance needs, potential safety hazards, and opportunities for aesthetic improvement.
Ensure the safe application, storage, and handling of all pesticides, herbicides, and fertilizers in strict compliance with local, state, and federal regulations.
Coordinate and execute seasonal activities, such as spring cleanup, fall leaf removal, and comprehensive snow and ice removal operations to ensure campus safety and accessibility.
Maintain accurate records of daily activities, equipment maintenance, staff hours, and inventory of supplies and materials.
Develop and enforce safety protocols for all grounds operations, conducting regular safety meetings and ensuring all staff are equipped with and using appropriate personal protective equipment (PPE).

Direct the maintenance and repair of pathways, parking lots, and other hardscape features, addressing cracks, weeds, and debris.
Manage the health and structural integrity of the campus tree inventory, coordinating with arborists for pruning, treatment, and removal as needed.
Research, recommend, and implement sustainable landscaping practices, including native plantings, water conservation techniques, and composting programs.
Provide hands-on training and mentorship to new and existing grounds staff on proper horticultural techniques, equipment operation, and safety procedures.
Manage the department's greenhouse or nursery operations, including propagation, planting schedules, and pest control for plant materials.
Oversee athletic field preparation and maintenance, ensuring turf is ready for scheduled games and practices according to specific sports standards.
Respond to emergency situations such as storm damage, fallen trees, or irrigation line breaks, and coordinate the cleanup and repair efforts.
Source, evaluate, and select plant materials from nurseries and suppliers to ensure quality, suitability for the climate, and adherence to design plans.
Maintain the cleanliness and appearance of outdoor campus furnishings, including benches, trash receptacles, and signage.
Prepare and maintain detailed landscape plans and planting maps for campus grounds, tracking changes and updates over time.

Secondary Functions

Assist the Grounds Manager in developing and managing the annual departmental budget, tracking expenditures, and providing input on capital equipment needs.
Coordinate with external contractors and vendors for specialized services, such as large-scale tree work, paving, or irrigation system installation.
Collaborate with other departments (e.g., Events, Athletics, Facilities) to provide grounds support for special events, including setup, takedown, and site restoration.
Participate in the hiring process for new groundskeeping staff, including reviewing applications, conducting interviews, and making hiring recommendations.

Required Skills & Competencies

Hard Skills (Technical)

Advanced Horticultural Knowledge: Deep understanding of plant identification, soil science, pruning techniques, and disease/pest diagnosis.
Irrigation System Management: Proficiency in the design, installation, repair, and programming of complex commercial irrigation systems.
Equipment Operation & Maintenance: Expertise in safely operating and performing routine maintenance on a wide variety of landscaping and snow removal equipment.
Pesticide/Herbicide Application Certification: Possession of a state-issued license or the ability to obtain one for the proper application of landscape chemicals.
Turfgrass Management: Specialized knowledge of aeration, fertilization, overseeding, and disease control for maintaining healthy, high-use turf and athletic fields.
Budget & Resource Management: Ability to track expenses, manage inventory, and assist in budget preparation.
Project Coordination: Skills in planning and executing small to medium-scale landscape projects from concept to completion.

Soft Skills

Leadership & Team Supervision: Proven ability to lead, motivate, and train a diverse team of groundskeepers to achieve high-quality results.
Strong Communication: Excellent verbal and written communication skills for interacting with staff, management, and vendors.
Problem-Solving & Adaptability: Capacity to identify issues, assess situations quickly, and implement effective solutions, especially during weather-related emergencies.
Time Management & Prioritization: Exceptional organizational skills to manage multiple tasks and deadlines effectively in a dynamic environment.
Attention to Detail: A keen eye for aesthetics and safety, ensuring grounds are maintained to the highest possible standard.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent.

Preferred Education:

Associate's or Bachelor's Degree in a relevant field.

Relevant Fields of Study:

Horticulture
Landscape Management / Landscape Architecture
Agronomy or Turfgrass Science
Environmental Science

Experience Requirements

Typical Experience Range:

3-5 years of progressive experience in institutional or commercial grounds maintenance, with a minimum of 1-2 years in a supervisory, lead worker, or coordinator capacity.

Preferred:

Experience managing grounds for a large-scale property such as a university campus, corporate park, municipality, or high-end resort. Verifiable experience in all four seasons of grounds management, including extensive snow and ice removal coordination.