Facilities Coordinator

BrightPath Early Learning & Child Care•Dallas-Fort Worth, TX

4d•Hybrid

About The Position

Under the supervision of the Director of Facilities, the Facilities Coordinator performs project, administrative, and system‑support duties to ensure the smooth and professional operation of the Facilities Department. This role blends administrative precision with real‑world facilities awareness and plays a critical part in ensuring centers across 11 operating states are maintained appropriately, efficiently, and with exceptional customer service.

Requirements

Under the supervision of the Director of Facilities
performs project, administrative, and system‑support duties
ensure the smooth and professional operation of the Facilities Department
blends administrative precision with real‑world facilities awareness
plays a critical part in ensuring centers across 11 operating states are maintained appropriately, efficiently, and with exceptional customer service
Provide excellent support to managers and field technicians across all brands and regions.
Facilitate a team‑based approach, coordinating across departments to complete projects and tasks.
Collaborate with external vendors (HVAC, landscaping, waste management, fire protection, utilities, painters, pest control, etc.) and manage work order requests for assigned locations.
Coordinate and maintain workflow logs, ensuring tasks are completed accurately and on time by the facilities/maintenance team.
Work with the Director to verify billing, track department budgets, and partner with Accounts Payable to ensure timely payments and reconciliation.
Manage and review all field technician credit card receipts for proper tracking and allocation.
Coordinate and organize meetings as required.
Serve as liaison between Location Directors, Executive Office Staff, Facilities Team, and Vendors to ensure timely resolution of issues.
Maintain vendor files including contracts, proposals, work statements, W9s, and COIs.
Monitor the Ask Support ticket queue throughout the business day, claiming unassigned tickets and owning them through resolution.
Triage incoming tickets across all four intake channels — Ask Support AI assistant, email, phone, and walk‑up — ensuring correct departmental routing and reclassification when needed.
Validate ticket completeness before work begins, following up with requesters when additional detail is required.
Resolve first‑line requests using documented procedures; escalate to department owners when requests fall outside guidance or require approval.
Handle sensitive tickets in accordance with confidentiality and access restrictions; route safeguarding‑related matters to the designated reporting channel rather than processing them in the ticket system.
Maintain ticket hygiene: accurate status, priority, timely progression, and clear resolution notes that support future reference.
Identify recurring or high‑volume request types and recommend documentation updates to improve AI assistant auto‑resolution.
Support reporting on ticket volume, resolution time, and department distribution; flag emerging trends to the Shared Services Lead.
Serve as day‑to‑day system owner for the Expansive CAFM platform, maintaining data accuracy across sites, assets, and work orders.
Raise, assign, and track reactive work orders through completion, following up on overdue items and keeping requesters informed.
Maintain the asset register, including additions, disposals, location changes, warranties, and service information.
Administer planned and preventive maintenance schedules, ensuring recurring tasks generate correctly and are completed on time.
Manage contractor records, including insurance, compliance documentation, and certification verification prior to authorizing work.

Responsibilities

Provide excellent support to managers and field technicians across all brands and regions.
Facilitate a team‑based approach, coordinating across departments to complete projects and tasks.
Collaborate with external vendors (HVAC, landscaping, waste management, fire protection, utilities, painters, pest control, etc.) and manage work order requests for assigned locations.
Coordinate and maintain workflow logs, ensuring tasks are completed accurately and on time by the facilities/maintenance team.
Work with the Director to verify billing, track department budgets, and partner with Accounts Payable to ensure timely payments and reconciliation.
Manage and review all field technician credit card receipts for proper tracking and allocation.
Coordinate and organize meetings as required.
Serve as liaison between Location Directors, Executive Office Staff, Facilities Team, and Vendors to ensure timely resolution of issues.
Maintain vendor files including contracts, proposals, work statements, W9s, and COIs.
Monitor the Ask Support ticket queue throughout the business day, claiming unassigned tickets and owning them through resolution.
Triage incoming tickets across all four intake channels — Ask Support AI assistant, email, phone, and walk‑up — ensuring correct departmental routing and reclassification when needed.
Validate ticket completeness before work begins, following up with requesters when additional detail is required.
Resolve first‑line requests using documented procedures; escalate to department owners when requests fall outside guidance or require approval.
Handle sensitive tickets in accordance with confidentiality and access restrictions; route safeguarding‑related matters to the designated reporting channel rather than processing them in the ticket system.
Maintain ticket hygiene: accurate status, priority, timely progression, and clear resolution notes that support future reference.
Identify recurring or high‑volume request types and recommend documentation updates to improve AI assistant auto‑resolution.
Support reporting on ticket volume, resolution time, and department distribution; flag emerging trends to the Shared Services Lead.
Serve as day‑to‑day system owner for the Expansive CAFM platform, maintaining data accuracy across sites, assets, and work orders.
Raise, assign, and track reactive work orders through completion, following up on overdue items and keeping requesters informed.
Maintain the asset register, including additions, disposals, location changes, warranties, and service information.
Administer planned and preventive maintenance schedules, ensuring recurring tasks generate correctly and are completed on time.
Manage contractor records, including insurance, compliance documentation, and certification verification prior to authorizing work.