Corporate Facilities Maintenance Coordinator

Heilind Electronics•Wilmington, MA

5d•Onsite

About The Position

The Corporate Facilities Maintenance Coordinator coordinates and supports the day-to-day operation, maintenance, safety, functionality, and appearance of the Company's facilities. The role has primary responsibility for the approximately 60,000-square-foot Wilmington, Massachusetts facility, which includes corporate offices and distribution warehouse operations and supports approximately 180 employees, and additional oversight of the Hudson, New Hampshire facility, which consists primarily of warehouse and manufacturing space. The Coordinator serves as a primary point of contact for facility-related vendors, contractors, service providers, and building management, and also performs routine building maintenance, minor repairs, troubleshooting, and general facility upkeep as appropriate. The position coordinates preventative and corrective maintenance, manages service requests and facility records, supports service contracts, purchasing, and budgeting, and assists with projects such as renovations, relocations, space planning, employee moves, furniture installation, meetings, and events. The role requires strong organization, communication, problem-solving, judgment, and prioritization while minimizing disruption to business operations. The position is primarily based at the Wilmington facility, with regular travel to Hudson as business needs require. Schedule flexibility is required: the Coordinator may be contacted outside normal business hours regarding urgent facility issues, may need to coordinate emergency responses, and may need to report onsite when circumstances require an immediate physical presence. Occasional early morning, evening, or weekend work may be needed for work that cannot reasonably be completed during normal business hours.

Requirements

High school diploma or equivalent required.
Three to five years of experience in facilities coordination, building maintenance, property management, facility operations, or a related field preferred.
Working knowledge of building systems and general maintenance practices, including HVAC, electrical, plumbing, mechanical, and fire and life safety systems.
Ability to perform basic building maintenance and minor repairs safely and effectively, and recognize when work should be referred to a licensed or specialized contractor.
Knowledge of preventative maintenance practices and facility operations.
Understanding of applicable workplace safety and facility-related compliance requirements.
Strong organizational, time management, and project coordination skills, including the ability to manage multiple priorities and deadlines.
Strong vendor management and communication skills.
Effective written and verbal communication skills and ability to collaborate with employees at all organizational levels and external service providers.
Strong problem-solving, decision-making, and sound judgment skills, with a proactive approach to identifying and resolving facility issues.
Ability to respond appropriately and calmly to urgent building and facility situations.
Proficiency with Microsoft Office applications, including Outlook, Excel, Word, and Teams.
Ability to review service proposals, estimates, invoices, contracts, and other facility-related documentation.
Ability to maintain accurate records, schedules, work orders, invoices, service documentation, and other facility information.
Valid driver's license and driving record in good standing, with ability to travel between Company locations as needed.
Ability to work independently and collaborate effectively with internal departments and external service providers.
Detail-oriented, proactive, dependable, and responsive to changing priorities and urgent facility needs.
Ability to regularly walk throughout office, warehouse, manufacturing, storage, mechanical, exterior, and other facility areas; stand, bend, stoop, kneel, crouch, reach, climb stairs, and perform other activities associated with inspections and minor maintenance.
Ability to safely use basic hand and power tools and ladders as needed and access areas necessary for facility inspections.
Ability to shovel snow and clear walkways, entrances, steps, and other exterior areas during winter weather as needed.
Ability to push, pull, lift, and carry tools, equipment, supplies, snow removal equipment, and other materials weighing up to approximately 50 pounds, with or without reasonable accommodation.
Ability to maintain balance, coordination, mobility, and physical stamina to navigate facility areas safely; perform repetitive hand and wrist movements; and maintain close visual acuity for computer work, reading, and inspections.
Ability to work outdoors periodically in varying weather and periodically in warehouse, manufacturing, mechanical, exterior, or other non-office environments that may involve noise, temperature variations, dust, odors, or mechanical equipment.
Ability to follow safety procedures and use required personal protective equipment.
Ability to respond to occasional facility issues outside normal business hours and travel to Company facilities when necessary.

Nice To Haves

Associate degree, bachelor's degree, technical training, facilities management coursework, or related education.
Experience supporting office, warehouse, distribution, manufacturing, corporate, commercial, or similar business environments.
Experience coordinating vendors, contractors, maintenance activities, and facility projects.
Experience using computerized maintenance management systems or other facility management software.

Responsibilities

Coordinate day-to-day maintenance and operation of the Wilmington, Massachusetts and Hudson, New Hampshire facilities.
Coordinate routine, preventative, and corrective maintenance, perform routine building maintenance and minor repairs as appropriate, and conduct facility walkthroughs to identify maintenance, safety, equipment, and improvement needs.
Manage facility repair and service requests from initiation through completion, help develop preventative maintenance schedules, maintain facility supplies and inventory, and refer specialized work to qualified contractors.
Coordinate seasonal and exterior facility needs, including snow and ice removal, landscaping, parking lot maintenance, exterior services, and safe access to entrances and walkways.
Serve as a primary contact for vendors, contractors, service providers, and building management; coordinate access, appointments, inspections, repairs, and follow-up.
Coordinate service providers for HVAC, electrical, plumbing and water systems, elevators, fire and life safety systems, janitorial services, pest control, landscaping, snow removal, security, waste and recycling, and other facility services.
Communicate planned maintenance, repairs, service interruptions, and facility activities to affected employees and business leaders; monitor vendor performance and follow up on incomplete or unsatisfactory work.
Obtain and help evaluate quotes, estimates, proposals, purchases, and services; review vendor invoices for accuracy and work completion before approval.
Maintain vendor contacts, service schedules, contracts, warranties, inspection records, and other facility documentation.
Coordinate required building inspections, testing, maintenance, and documentation, including elevator, fire, life safety, and other regulatory or safety-related inspections.
Monitor applicable safety, health, environmental, building, fire, security, and Company requirements; identify and escalate concerns and risks.
Coordinate with municipal, regulatory, and emergency response agencies, including Fire and Police Departments, as needed for inspections, safety matters, emergencies, permits, access, and other facility requirements.
Partner with Human Resources, Operations, EHS and Safety, Security, and other departments on facility-related safety and security concerns.
Support emergency preparedness, evacuation, and emergency response procedures; maintain related inspection, permit, maintenance, work order, service agreement, warranty, and compliance records.
Assist with office, workstation, conference room, common area, warehouse, and other space planning; coordinate employee moves, additions, and changes.
Research, recommend, order, and coordinate installation of office furniture and facility equipment; maintain furniture inventory and available space information.
Coordinate with IT and other departments when moves or space changes require technology, electrical, telecommunications, or other support.
Prepare spaces for meetings, training, employee events, customer or vendor visits, and other special events, including room configurations, furniture, signage, equipment, and restoring spaces afterward.
Assist with projects to improve the employee workplace experience and facility functionality.
Coordinate and support relocations, renovations, repairs, installations, improvements, upgrades, and capital projects; obtain estimates, coordinate contractors, and track schedules, vendor activity, costs, and completion.
Assist with facility operating budgets, purchasing, invoice review, expense tracking, and monitoring facility expenditures.
Maintain facility information, schedules, inspection records, work orders, and other documentation using applicable CMMS and Microsoft Office systems.
Identify opportunities to improve facility operations, building efficiency, vendor performance, maintenance processes, safety, cost effectiveness, and the workplace environment.
Coordinate with internal departments to minimize operational disruption during maintenance, inspections, repairs, moves, and projects.
Travel between Wilmington and Hudson based on business and facility needs.
Respond to after-hours communications about urgent facility issues, assess the situation, determine appropriate resources, coordinate emergency repairs and vendor responses, and report onsite when necessary.