Facilities & CapEx Coordinator

Mammoth Holdings LLC•Alcoa, TN

11h•$26 - $32•Onsite

About The Position

The Facilities & CapEx Coordinator plays a key role in keeping facility projects, capital expenditures, equipment orders, vendors, purchasing, financial processes, and department systems organized and moving forward across a multi-site car wash organization. This position serves as the administrative and financial coordination hub for the Facilities & Equipment Maintenance team. The Coordinator works closely with Facilities leadership, the Facilities Project Manager, Operations, Finance/Accounting, and outside vendors to ensure projects are properly established, equipment orders are tracked, vendors are ready to work, purchase orders are in place, invoices are processed accurately, budgets remain current, and outstanding items are followed through to completion. This role also supports administration of the systems used by the Facilities and Maintenance teams, including onboarding and offboarding team members and maintaining appropriate system access. This is not simply a data-entry or administrative position. We are looking for someone who takes ownership, identifies gaps, follows up without being asked, and creates structure in a fast-moving environment with many projects happening simultaneously.

Requirements

2+ years of experience in project coordination, construction administration, facilities coordination, purchasing/procurement, accounting/AP, or a related role.
Strong organizational skills with the ability to manage many simultaneous projects and priorities.
Comfortable working with budgets, invoices, purchase orders, and financial data.
Strong Microsoft Excel skills.
Strong written and verbal communication skills.
Demonstrated ability to follow through and close open items without continuous supervision.
Comfortable communicating with contractors, vendors, operations leaders, accounting teams, and senior leadership.
Ability to learn, administer, and work effectively across multiple software systems.

Nice To Haves

Experience supporting construction, facilities, capital projects, or multi-site operations.
Experience with CapEx budgeting or project cost tracking.
Experience tracking equipment, materials, purchasing, or supply orders.
Experience with purchasing or ERP systems.
Experience with project-management or CMMS platforms such as Asana or MaintainX.
Experience with contractor/vendor onboarding and insurance documentation.
Experience administering user access or onboarding/offboarding employees within business systems.
Experience working within a geographically distributed or multi-location organization.

Responsibilities

Maintain accurate and current tracking of Facilities and CapEx budgets across projects and locations.
Track approved budgets, purchase orders, committed costs, invoices, actual spend, pending costs, and project forecasts.
Assist leadership with regular budget-versus-actual reporting and identify potential variances or discrepancies.
Maintain project-level financial records and ensure changes are reflected accurately in budget tracking.
Coordinate with Facilities leadership, Finance, Accounting, and project owners to reconcile project costs.
Help prepare recurring CapEx and Facilities spending reports for leadership.
Identify missing information, unusual charges, unapproved costs, or projects trending outside their approved budgets and escalate them appropriately.
Coordinate purchase requisitions and purchase orders for Facilities, Maintenance, and CapEx projects.
Track major equipment and material orders from initial request through PO issuance, vendor confirmation, shipment, delivery, and receipt.
Maintain visibility into equipment lead times and expected delivery dates.
Proactively follow up with vendors regarding delayed orders, backorders, shipment status, and missing equipment.
Coordinate equipment delivery information with project owners, maintenance teams, and Operations as needed.
Verify that appropriate quotes, approvals, scopes, and supporting documentation are attached before purchases move forward.
Track invoices through approval and payment and proactively resolve stalled or missing payments.
Match invoices against approved POs, project budgets, equipment orders, and completed work.
Maintain visibility into outstanding commitments and unpaid invoices.
Work with Accounting and vendors to resolve invoice discrepancies, payment questions, credits, and other issues.
Coordinate onboarding of new contractors and vendors.
Collect and maintain required vendor documentation, including W-9s, certificates of insurance, agreements, and other required documentation.
Ensure vendors are properly established in company systems before work begins.
Maintain organized vendor records and contact information.
Serve as a primary administrative contact for vendors regarding onboarding, POs, invoices, payments, and documentation.
Follow up proactively with vendors and internal stakeholders when required information is missing.
Coordinate onboarding and offboarding of Facilities and Maintenance team members within department systems.
Set up, update, and remove user access as employees join the team, change roles, transfer locations, or leave the organization.
Maintain accurate user, role, location, and access information within applicable systems.
Coordinate with IT, HR, Operations, and other departments when system access requires additional support or approval.
Help maintain department systems, user lists, distribution groups, shared resources, and related administrative records.
Support adoption and consistent use of department platforms such as MaintainX, Asana, purchasing systems, and other Facilities and Maintenance tools.
Identify outdated accounts, incorrect permissions, or other administrative issues and coordinate their resolution.
Support the Facilities Project Manager and equipment project owners with project administration and coordination.
Establish and maintain project records in company systems.
Maintain accurate project status, budget, documentation, and milestone information.
Assist with contractor scheduling and coordination as needed.
Track open action items and follow up with responsible parties until completion.
Maintain project documentation including proposals, contracts, photos, permits, warranties, invoices, closeout documents, and other records.
Help ensure completed projects are properly closed out financially and administratively.
Maintain accurate information across systems such as Asana, MaintainX, purchasing/ERP platforms, and shared project trackers.
Prepare recurring Facilities and CapEx status reports for leadership.
Maintain visibility into open projects, equipment orders, outstanding POs, unpaid invoices, budget variances, vendor issues, and overdue action items.
Proactively identify items that are stalled or at risk and bring them to the appropriate owner.
Follow up across multiple departments and vendors to ensure commitments are completed.
Help improve and document repeatable Facilities and CapEx processes.
Develop simple dashboards, trackers, and reporting tools that make project and financial status easy to understand.