Facilities Coordinator

Tarrytown Expocare LLC•Austin, TX

19h•Hybrid

About The Position

The Facilities Coordinator will be responsible for coordinating all in-person facilities business for Austin, TX, and will assist with administrative duties as needed. This role involves developing and implementing a proactive facilities management strategy for all 12 locations, including maintenance schedules, inspections, vendor management, and capital planning. The position also includes the development, execution, and oversight of business continuity planning, and the implementation and maintenance of security systems across the organization. The coordinator will oversee vendor contracts, monitor facilities budgets, ensure compliance with regulatory requirements, and lead site inspections and audits. Additionally, they will plan and oversee capital projects and renovations, serve as the point of escalation for facility emergencies, foster standardization of best-practice facilities processes, and provide regular reporting on site condition metrics. This role requires cross-functional collaboration with various teams and periodic travel to visit locations.

Requirements

Demonstrated experience managing vendor contracts, capital project execution, preventive maintenance programs, and budget responsibility.
Strong project management skills with ability to drive multiple initiatives across sites.
Excellent communication, collaboration and influencing skills (working remotely + on-site).
Ability to analyze facilities data (costs, utilities, condition assessments), generate actionable insights, and present to leadership.
Knowledge of relevant regulatory/compliance requirements (OSHA, fire/life safety, environmental, building codes).
Willingness to travel regularly (~20%) to site locations.
Proficiency in using facilities management software or CMMS (computerized maintenance management system) preferred.
Strong sense of urgency, problem-solving mindset, ability to handle emergencies and high-stakes infrastructure issues.

Nice To Haves

Experience with multi site facilities management preferred.
Bachelor’s degree preferred.
Certified Facility Manager (CFM) or other facilities/asset-management credential.
Experience in pharmacy or healthcare facility operations (or experience supporting highly-automated manufacturing/packaging operations) preferred.
Familiarity with multi-state operations and managing standardized processes across disparate geographies.

Responsibilities

Coordinate all in person facilities business for Austin, TX.
Assist with administrative duties as needed (postage, mailing, etc.).
Develop and implement a proactive facilities management strategy for all 12 locations, including maintenance schedules, inspections, vendor management, and capital planning.
Development, execution and oversite of business continuity planning for the organization.
Implementation and maintenance of security systems across the organization.
Development and maintenance of security systems playbook based on current enterprise standards.
Oversee vendor contracts (HVAC, electrical, plumbing, cleaning, landscaping, security systems), negotiate terms, monitor performance, and ensure SLAs are met.
Monitor facilities budgets (repairs & maintenance, utilities, capital projects), identify cost savings opportunities, and report variances to senior leadership.
Ensure all facilities comply with regulatory requirements (OSHA, life safety codes, fire codes, FDA/Pharmacy/State Board of Pharmacy facility standards where applicable), and internal policies.
Lead and coordinate site inspections, audits, safety reviews, and facility condition assessments. Develop remediation plans as needed.
Plan, coordinate and oversee capital projects and minor renovations/upgrades at sites (e.g., expansion of pharmacy footprint, equipment relocation, automation infrastructure upgrades). Oversee contractors, obtain bids, manage timelines, and track costs.
Serve as the point of escalation for facility emergencies (e.g., HVAC failures, utility outages, environmental issues). Coordinate rapid response, root cause, remediation and documentation.
Foster standardization of best-practice facilities processes across sites: facility maintenance logs, service records, budget templates, vendor scorecards.
Provide regular reporting (monthly/quarterly) on site condition metrics, maintenance backlog, capital spend, energy/utilities usage, vendor performance and risk assessment.
Work cross-functionally with operations/site managers, IT/automation teams (since your business has automation equipment like the MTS 350/E3), pharmacy leadership, and real estate/facilities procurement.
Travel periodically to visit locations, conduct inspections, meet vendors, support projects and build site-level relationships.