Facilities Coordinator

Benchmark Senior Living•Waltham, MA

About The Position

The Facilities Coordinator provides centralized operational and administrative support to Benchmark’s Facilities and Capital Expenditure functions across the organization. Reporting directly to the Senior Director of CapEx & Facilities, the role supports efficiency, accountability, communication, and follow-through across Facilities operations. The coordinator works with the Senior Director of CapEx & Facilities, CapEx Manager, Regional Facilities Directors, community leadership, Finance, Procurement, Accounts Payable, and vendor partners. The position supports vendor contracts and service agreements, TELS performance and data integrity, capital project invoicing and closeout, vendor relationships, reporting, and other Facilities initiatives. The successful candidate is organized, proactive, detail-oriented, and able to manage multiple priorities in a fast-paced, multi-site environment. This is a Home Office associate position.

Requirements

Highly organized, with strong attention to detail and follow-through.
Ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
Strong written and verbal communication skills.
Ability to proactively identify outstanding items and drive them toward resolution.
Strong relationship-management skills with internal teams and external partners.
Comfort working with financial information, invoices, purchase orders, budgets, contracts, and supporting documentation.
Strong analytical skills and ability to identify trends, discrepancies, and process-improvement opportunities.
Proficiency with Microsoft Excel, Outlook, PowerPoint, Teams, and related business applications.
Ability to learn and effectively use TELS and other Facilities technology platforms.
Demonstrated discretion when handling confidential financial, contractual, and business information.
Ability to adapt to changing priorities in a fast-paced, multi-site operating environment.

Nice To Haves

Associate or bachelor’s degree in Business Administration, Facilities Management, Finance, Construction Management, or a related field preferred.
Three or more years of experience in facilities administration, project coordination, property management, construction administration, vendor management, or a related field preferred.
Senior living, healthcare, hospitality, or multi-site property management experience is a plus.

Responsibilities

Provide primary support to the Senior Director of CapEx & Facilities and the CapEx Manager.
Follow up with vendors, Regional Facilities Directors, communities, Accounts Payable, and CapEx regarding outstanding or missing capital invoices.
Support Facilities leadership with administration, reporting, and performance management in the TELS platform.
Identify incomplete, overdue, or inaccurate TELS information and coordinate follow-up with Regional Facilities Directors and community Plant Operations teams.
Help ensure communities and vendors operate within approved contract terms, scopes, and pricing.
Identify outstanding invoices, aged commitments, missing documentation, and other issues that could prevent timely project closeout.
Coordinate with Procurement, Legal, Finance, Regional Facilities Directors, communities, and vendor partners as needed.
Schedule and coordinate Facilities meetings, vendor meetings, training sessions, and portfolio initiatives.
Prepare Facilities reports, presentations, scorecards, meeting materials, and communications.
Monitor portfolio-wide initiatives and identify items requiring escalation or additional follow-up.
Help vendor partners navigate appropriate Facilities processes and points of contact.
Coordinate and lead monthly facilities meetings focused on CapEx project timing, spending, and completion dates.
Support the CapEx Manager with updated capital projections based on current project spending and completion information.
Support the company-wide unit renovation program by tracking unit holds, completion, and unit punch lists with Operations and the CapEx Manager.
Support Asset Managers with investor reporting requests alongside CapEx.