Facilities Coordinator

Security Service Federal Credit Union•San Antonio, TX

About The Position

The Facilities Coordinator serves as a key business and operational partner to the Vice President of Facilities, providing administrative oversight and operational support across all Facilities functions. The role coordinates daily departmental operations, manages vendor relationships, supports financial planning and budgeting, ensures permit and regulatory compliance, processes and tracks invoices, monitors departmental performance metrics, and assists with strategic planning. The position works with external vendors, contractors, regulatory agencies, and internal business units to support efficient facility operations, service excellence, and compliance across corporate offices, administrative facilities, and the branch network.

Requirements

Bachelor’s degree in Business Administration, Facilities Management, Finance, Accounting, Operations Management, or a related field; or an equivalent combination of education and experience.
At least three years of experience in facilities administration, business operations, financial administration, project coordination, property management, or related operational support roles.
Experience with budget administration, invoice processing, financial reporting, and vendor management.
Strong organizational, analytical, and problem-solving skills.
Proficiency with Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook.
Experience using reporting tools, database systems, work order management systems, and AI-based productivity tools.
Ability to manage multiple priorities while maintaining attention to detail and accuracy.
Excellent verbal, written, and interpersonal communication skills.
Ability to maintain confidentiality and exercise sound business judgment.
Strong customer service orientation and commitment to operational excellence.

Responsibilities

Manage and coordinate daily administrative operations of the Facilities Department and provide operational and analytical support to the Vice President of Facilities.
Review, code, verify, process, and track departmental invoices; reconcile documentation and resolve discrepancies to support timely, accurate payment.
Verify invoice accuracy against contracts, work orders, purchase orders, service agreements, and approved budgets.
Support operating and capital budgets through expenditure tracking, forecasting, variance analysis, long-range planning, and capital improvement planning.
Develop executive dashboards, presentations, and reports covering departmental KPIs, service levels, financial results, and operational performance.
Coordinate vendor administration, including communications, service delivery, contract records, insurance certificates, performance monitoring, bid processes, evaluations, and procurement activities.
Coordinate permits, licenses, inspections, regulatory filings, audits, and risk assessments; maintain compliance documentation and track deficiencies through resolution.
Develop and maintain departmental policies, procedures, operational standards, databases, work order systems, contract records, and reporting tools.
Coordinate project administration, including schedules, budgets, vendor performance, deliverables, and supporting documentation.
Coordinate departmental meetings, prepare agendas and meeting notes, and monitor action items through completion.
Collaborate with Finance, Procurement, Risk Management, Security, Information Technology, and other business units to support departmental and organizational objectives.
Provide analytical support for strategic initiatives and identify opportunities to improve operational efficiency, reduce costs, and enhance service delivery.