Facilities Coordinator

Lava Island•Billings, MT

5d•Onsite

About The Position

The Facilities Coordinator supports Lava Island’s operating parks and new park openings by coordinating orders, vendors, work orders, deliveries, inventory, and related records. The role begins with supporting existing parks and grows to include ordering for new park openings, which is expected to comprise about half of the position. The coordinator helps ensure parks receive needed parts and supplies on time and that new parks are stocked before opening. The position is based in the Billings office and follows a predictable weekday schedule. Facilities and equipment knowledge can be learned on the job; success depends on organization, accuracy, communication, persistence, and follow-through.

Requirements

At least 1 year of experience in an administrative, coordination, purchasing, customer service, or similar role.
Strong organization and follow-through.
Comfort tracking and accurately recording a high volume of transactions.
Comfort using email, spreadsheets, and online ordering.
Experience or comfort working with Microsoft 365 and Outlook.
Clear, professional communication by phone and email.
Ability to pass a background check.

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 quotes, compare pricing, track shipments and deliveries, and confirm orders arrived.
Place approved orders for new parks using the master order list.
Track lead times and deliveries for new park openings, coordinate timing with opening and setup teams, and promptly 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, track them to completion, and follow up on open items while keeping parks informed.
Schedule recurring vendor services across parks and coordinate vendor dates and access with park leaders.
Help plan the field technician’s park visits and ensure required parts are ready.
Maintain the preventive maintenance schedule and flag overdue items.
Accurately track and record purchases and transactions in the expense system.
Track inventory, code and route invoices, and track spending by park and new park opening.