Facilities and Maintenance Administrative Coordinator III

Entegris•Colorado Springs, CO

3d•Onsite

About The Position

Entegris is seeking a Facilities and Maintenance Administrative Coordinator to provide purchasing, administrative, vendor, and project-coordination support for site maintenance and facilities operations in Colorado Springs. The role creates and tracks purchase requisitions and purchase orders, maintains purchasing records, coordinates with suppliers and internal partners, and helps ensure materials and services are available when needed. The coordinator supports purchasing and invoice workflows, including requisition and purchase-order processing, order follow-up, documentation, and routine discrepancy resolution. They provide daily administrative support to the Maintenance and Facilities team, maintain schedules and records, assist with vendor onboarding, and coordinate communications and meetings. The position also coordinates assigned workplace, maintenance, and facilities improvement activities by tracking schedules, costs, milestones, stakeholders, supplier deliverables, and action items. The role is on-site and may require overtime when business needs require it. Work takes place in office and manufacturing environments and may involve walking project sites, accessing equipment areas, and wearing required PPE.

Requirements

High school diploma or GED.
Three to five plus years of experience in purchasing administration, facilities coordination, maintenance administration, operations support, or a related environment.
Working knowledge of purchasing workflows, approvals, supporting documentation, and basic invoice reconciliation.
Proficiency with Microsoft Office applications, particularly Excel, Outlook, Word, and Teams.
Ability to maintain accurate records and organize a high volume of transactions, requests, and follow-up activities.
Strong written and verbal communication skills.
Ability to manage changing priorities, meet deadlines, and follow assignments through completion.
Ability to work independently and collaborate effectively with Maintenance, Facilities, Procurement, Finance, Accounts Payable, suppliers, and other internal partners.
Sound judgment when handling confidential, financial, supplier, and business information.
Ability to work on-site during the assigned schedule and work overtime when business needs require it.
Ability to comply with applicable site safety requirements and wear required personal protective equipment in designated areas.
Ability to work in office and manufacturing environments.
Ability to walk project sites and manufacturing facilities for extended periods.
Ability to occasionally climb stairs, access equipment areas, and wear required PPE.
Ability to remain stationary for extended periods while working on project planning and documentation.
Ability to occasionally lift and move office materials, records, or small packages weighing up to 25 pounds, with reasonable accommodation as applicable.

Responsibilities

Create and process purchase requisitions for maintenance, facilities, repairs, services, supplies, and other approved indirect spending.
Support purchase-order creation, changes, tracking, and closeout in accordance with company procedures and approval requirements.
Verify that purchasing requests include accurate supplier information, accounting details, cost estimates, supporting documentation, and required approvals.
Track requisition and purchase-order status and communicate updates, delays, or required actions.
Coordinate with Procurement, Finance, Accounts Payable, suppliers, and internal requestors to resolve routine purchasing and invoice discrepancies.
Follow up on open orders, confirmations, delivery dates, service completion, receipts, and outstanding documentation.
Support reconciliation of purchase orders, invoices, commitments, and department purchasing records.
Maintain organized electronic records for purchases, contracts, quotes, invoices, and supplier documentation.
Provide daily administrative and coordination support to the Maintenance and Facilities team.
Help coordinate materials, parts, services, contractor activity, and documentation needed for maintenance and facilities work.
Maintain team trackers, schedules, purchasing logs, action lists, shared files, and routine reports.
Assist with vendor onboarding and collection of supplier, insurance, safety, and site-access documentation.
Coordinate routine communications with internal teams, contractors, and service providers.
Support maintenance-related meetings by organizing materials, documenting action items, and following up with assigned owners.
Help maintain operating procedures, service records, equipment documentation, and other departmental files.
Handle sensitive business and supplier information with appropriate confidentiality and judgment.
Coordinate assigned workplace, maintenance, and facilities improvement activities and track milestones, schedules, costs, stakeholders, purchasing needs, and action items.
Support implementation activities for repairs, workplace improvements, and operational initiatives.
Partner with internal teams and external vendors to support project objectives and business needs.
Schedule vendor and contractor services in coordination with site contacts and operational requirements.
Track supplier deliverables and escalate missed commitments, documentation gaps, or service issues.
Assist with collecting quotes and bid documentation in accordance with Procurement policies and approval processes.
Identify opportunities to simplify administrative processes, improve record accuracy, and strengthen purchasing controls.
Perform other duties as needed to support business goals and objectives.