Facilites Coordinator

Benchmark Senior Living • Waltham, MA

3d

About The Position

The Facilities Coordinator provides centralized operational and administrative support to Benchmark’s Facilities and Capital Expenditure functions. Reporting to the Senior Director of CapEx & Facilities, the role supports the Senior Director and CapEx Manager and helps improve efficiency, accountability, communication, and follow-through across Facilities operations.

The coordinator supports vendor contracts and service agreements, TELS performance and data integrity, capital project invoicing and closeout, vendor relationships, reporting, and other Facilities initiatives. The position connects Facilities leadership with Regional Facilities Directors, community leadership, Finance, Procurement, Accounts Payable, Asset Managers, and vendor partners. The successful candidate is organized, detail-oriented, proactive, and comfortable managing multiple priorities across a multi-site organization.

Requirements

• Highly organized, with strong attention to detail and follow-through.
• Demonstrated ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
• Strong written and verbal communication skills.
• Ability to proactively identify outstanding items and drive them toward resolution.
• Strong relationship-management skills with internal teams and external partners.
• Comfort working with financial information, invoices, purchase orders, budgets, contracts, and supporting documentation.
• Strong analytical skills, including the ability to identify trends, discrepancies, and process-improvement opportunities.
• Proficiency with Microsoft Excel, Outlook, PowerPoint, Teams, and related business applications.
• Ability to learn and effectively use TELS and other Facilities technology platforms.
• Demonstrated discretion handling confidential financial, contractual, and business information.
• Associate or bachelor’s degree in Business Administration, Facilities Management, Finance, Construction Management, or a related field preferred.
• Three or more years of experience in facilities administration, project coordination, property management, construction administration, vendor management, or a related field preferred.

Nice To Haves

• Senior living, healthcare, hospitality, or multi-site property management experience.

Responsibilities

• Provide primary support to the Senior Director of CapEx & Facilities and the CapEx Manager.
• Follow up with vendors, Regional Facilities Directors, communities, Accounts Payable, and CapEx regarding outstanding or missing capital invoices.
• Support Facilities leadership with administration, reporting, and performance management in the TELS platform.
• Identify incomplete, overdue, or inaccurate information and coordinate follow-up with Regional Facilities Directors and community Plant Operations teams.
• Help ensure communities and vendors operate within approved contract terms, scopes, and pricing.
• Identify outstanding invoices, aged commitments, missing documentation, and other items that could delay project closeout.
• Coordinate with Procurement, Legal, Finance, Regional Facilities Directors, communities, and vendor partners as needed.
• Schedule and coordinate Facilities meetings, vendor meetings, training sessions, and portfolio initiatives.
• Prepare Facilities reports, presentations, scorecards, meeting materials, and communications.
• Monitor portfolio-wide initiatives and identify matters requiring escalation or additional follow-up.
• Help vendor partners navigate Facilities processes and identify appropriate points of contact.
• Coordinate and lead monthly Facilities meetings focused on capital project timing, spending, and completion dates.
• Support the CapEx Manager with updated capital expenditure projections based on current project spending and completion information.
• Support the company-wide unit renovation program by tracking unit holds, completion, and unit punch lists with Operations and the CapEx Manager.
• Support Asset Managers with investor reporting requests alongside CapEx.
• Use discretion when handling confidential financial, contractual, and business information.
• Adapt to changing priorities in a fast-paced, multi-site operating environment.

Benefits

• 10 paid holidays plus one floating holiday.
• Vacation and Health & Wellness paid time off.
• Tuition reimbursement program.
• Physical and mental health wellness programs.
• Medical, vision, and dental benefits provided by Blue Cross Blue Shield.
• 401(k) retirement plan with company match.
• Long-term care insurance.
• Company-provided life insurance and long-term disability coverage.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree