Facilities Coordinator

Our House, Inc.•New Providence, NJ

51m•Hybrid

About The Position

Our House, Inc. is seeking a Facilities Coordinator to support the day-to-day operations of its residential properties and administrative locations. The goal is to ensure these environments remain safe, compliant, organized, and well-maintained. This role is ideal for individuals who are highly organized, responsive, detail-oriented, and comfortable managing multiple priorities across multiple locations. The Facilities Coordinator plays a critical role in supporting the maintenance and operations of multiple residential homes and office locations. This position is responsible for coordinating work orders, vendors, compliance activities, inspections, fleet tracking, and preventive maintenance programs. It is a hands-on, fast-paced role that requires strong communication, problem-solving, and organizational skills while balancing multiple operational priorities across various sites.

Requirements

Minimum of 2–5 years of experience in facilities coordination, property management, maintenance operations, or related field.
Experience supporting multi-site residential or commercial environments preferred.
Strong organizational, communication, and multitasking skills.
Ability to manage multiple priorities in a fast-paced operational environment.
Proficiency in Microsoft Office Suite (Excel, Outlook, Word).
Experience with work order management systems (UpKeep or similar preferred).
Valid driver’s license required.
Ability to maintain professionalism and responsiveness during urgent operational situations.
Frequent travel between multiple agency locations within approximately a 40-mile radius.
Ability to walk properties, climb stairs, and complete inspections.
Ability to occasionally lift up to 25–50 pounds.
Ability to work indoors and outdoors in varying weather conditions.

Nice To Haves

Experience supporting multi-site residential or commercial environments preferred.
Experience with work order management systems (UpKeep or similar preferred).

Responsibilities

Coordinate and manage daily work orders across residential and administrative properties.
Assign and track maintenance tasks to ensure timely completion.
Support preventive maintenance programs and operational scheduling.
Maintain records related to repairs, equipment, warranties, and service history.
Assist with routine property inspections and follow-up actions.
Generate reports related to maintenance trends and response times.
Support documentation and tracking of capital improvement projects.
Schedule and coordinate vendors for maintenance, inspections, and repairs.
Obtain quotes and required vendor documentation including insurance and W9 forms.
Track vendor timelines, service completion, and performance.
Coordinate recurring property services such as landscaping, pest control, and snow removal.
Assist with maintaining compliance with OSHA and state/local safety requirements.
Coordinate inspections including fire systems, alarms, sprinklers, and safety systems.
Maintain organized compliance files and inspection documentation.
Support preparation for insurance, regulatory, and licensing inspections.
Manage Life Hazard Use (LHU) registrations through the New Jersey Department of Community Affairs, including tracking annual registration requirements, coordinating submissions and payments, maintaining registration and invoice records, and ensuring updated certificates remain accessible and compliant.
Coordinate maintenance tracking for agency vehicles using the Enterprise Fleet system.
Maintain records for EZ Pass, vehicle documents, inspections, and service history.
Assist with tracking tools, supplies, and maintenance equipment.
Support response coordination during facility-related emergencies.
Communicate effectively with leadership, vendors, and program staff during urgent situations.
Participate in on-call operational support as needed, including weather-related emergencies and snow removal assistance.