Facilities Coordinator
About The Position
The Facilities Coordinator supports the day-to-day operations of office and program facilities, ensuring safe, functional, and well-maintained environments for staff, volunteers, and visitors. This role provides hands-on coordination of maintenance requests, vendor services, supply management, and general facility operations. Working as part of the Finance and Administration team, the Facilities Coordinator serves as a key point of contact for internal customers, helping to resolve issues efficiently while delivering a high level of service. This role also provides administrative and operational support for facility-related projects, fleet coordination, and special events, contributing to the overall effectiveness of the organization’s facilities and operations.
Requirements
- High school diploma or equivalent required
- Certified to operate a Work Assist vehicle (Wav-50) and motorized pallet jack (WP2300) or the ability to obtain such.
- Valid state driver’s license, proof of insurance, and a driving record that is acceptable to our insurance carrier.
- Proficiency in Microsoft Office (Outlook, Word, Excel)
- Ability to coordinate vendors and follow through on service requests.
- Ability to operate organization vehicles required.
- Organized thinker with exceptional attention to detail.
- Strong time management skills with the ability to manage multiple tasks and priorities simultaneously.
- Customer-service oriented with strong interpersonal skills.
- Excellent communication skills, both verbally and in writing.
- Strong analytical skills and an efficient process mindset.
- Basic problem-solving skills with the ability to escalate issues as needed.
- Ability to represent the organization in a professional manner.
- Ability to work well in a fast-paced, dynamic organization.
Nice To Haves
- Associate’s or Bachelor’s degree in Facilities Management, Business Administration, or a related field preferred.
- Two (2) years of experience in facilities, operations, maintenance, or administrative support roles preferred.
- Basic knowledge of building systems (HVAC, electrical, plumbing) and general maintenance practices preferred.
- experience with work order or CMMS systems (e.g., MaintainX) preferred.
Responsibilities
- Support the day-to-day operations of office facilities, ensuring a high level of service for internal customers.
- Respond to and complete facilities, maintenance, and operational requests in a timely manner.
- Coordinate service calls with vendors to address maintenance needs and ensure building systems and equipment remain functional.
- Perform light maintenance tasks, as needed.
- Create, track, and close work orders using MaintainX (CMMS), ensuring accurate documentation and timely completion.
- Provide administrative and operational support to the Director of Facilities, including: Processing vendor invoices and tracking expenses, Coordinating with vendors and service providers, Supporting capital projects and facility improvements, Assisting with development and documentation of procedures.
- Assist with oversight of contracted janitorial services, helping to ensure cleaning standards are met and communicating special service requests.
- Order and maintain inventory of janitorial and general building supplies to ensure adequate stock levels.
- Coordinate warehouse storage organization and basic inventory tracking of program supplies and equipment.
- Coordinate fleet vehicle reservations, including pre- and post-use inspections.
- Assist with scheduling and coordination of routine and reactive fleet maintenance.
- Schedule contracted security services and process security logs.
- Perform room setups for meetings, programs, and events.
- Assist with mailroom operations and administrative support tasks, as needed.
- Work collaboratively with team members to support the overall operations and mission of the organization.
- Perform other duties as assigned.
Benefits
- health, dental, vision, life insurance, disability, health reimbursement account, flexible spending account, voluntary plans (critical illness, accident, hospital indemnity, cancer, pet insurance, ID theft, and legal protection), a 403(b) retirement plan with company match, paid holidays including a winter break, paid time off, extended illness bank, parental leave, employee assistance program
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
