Facilities Coordinator

Lava Island•Billings, MT

7d•Onsite

About The Position

Lava Island is hiring an organized, detail-oriented Facilities Coordinator to support facilities operations across its indoor parks and help prepare new parks for opening. The role is based in the Billings office and starts with supporting existing parks through ordering, vendor scheduling, and work-order tracking. As the employee learns the parks and vendors, responsibility for ordering supplies and equipment for new park openings will grow to about half of the role. The coordinator keeps orders, maintenance requests, vendors, schedules, and purchasing records moving across multiple locations. The position requires reliable follow-through, accurate transaction tracking, and clear communication with park teams and vendors. Facilities or maintenance experience is not required; training on parts, equipment, and vendors will be provided.

Requirements

At least 1 year of experience in an administrative, coordination, purchasing, customer service, or similar role.
Strong organizational skills and follow-through.
Ability to accurately track and record a high volume of transactions.
Comfort using email, spreadsheets, and online ordering; the company uses Microsoft 365 and Outlook.
Clear, professional communication by phone and email.
Ability to pass a background check.
Organized, detail-driven, persistent, and able to manage orders, tickets, schedules, part numbers, quantities, and addresses across multiple locations.
Able to monitor lead times and deadlines, raise issues early, and learn facilities terms and equipment quickly.

Nice To Haves

Purchasing, procurement, or facilities administration experience.
Experience with high-volume or project-based ordering, such as store openings, build-outs, or events.
Experience with ticketing or work order systems.
Experience supporting a multi-location business.

Responsibilities

Place approved orders for facilities and maintenance parts, supplies, and equipment for operating parks.
Gather vendor quotes and compare pricing.
Track shipments and deliveries and confirm items arrived.
Place approved orders for new parks from the master order list.
Monitor lead times and deliveries for new parks so items arrive before opening.
Coordinate delivery timing with opening and setup teams, and promptly identify and flag shortages, damage, and backorders.
Help create and update maintenance tickets in the ticketing system.
Send work orders and requests to construction and playground equipment teams and track them through completion.
Follow up on open requests and keep parks informed.
Schedule recurring vendor services across parks.
Coordinate vendor dates and access with park leaders.
Help plan field technician park visits so required parts are available.
Maintain the preventive maintenance schedule and flag overdue items.
Accurately record purchases and transactions in the expense system.
Track inventory, code and route invoices, and track spending by park and new park opening.