Facilities Maintenance Planning and Records Coordinator

X-Bow Systems•Luling, TX

1d•Onsite

About The Position

The Facilities Maintenance Planning and Records Coordinator is a dual-purpose role responsible for the lifecycle of the campus environment-from construction integration and as-built accuracy to long-term operational maintenance and regulatory record-keeping. This individual ensures that all facility modifications are accurately captured, documented, and maintained to support safe, compliant, and scalable operations. You will bridge the gap between construction and day-to-day operations by ensuring that what is built is fully understood, properly recorded, and ready for mission success.

Requirements

Education: Bachelor's degree in Project Management, Business Administration, Engineering, or a related field.
Experience: 10+ years of experience in facilities management, construction project management, or program management.
Technical Skills: Strong understanding of multi-trade construction (civil, MEP, structural); proficiency in facilities management software (CMMS) and records management systems.
Compliance Knowledge: Deep familiarity with safety regulations, building codes, and construction documentation standards.
Soft Skills: Exceptional organizational, communication, and problem-solving abilities; ability to coordinate across contractors, A&E teams, and internal stakeholders.
Physical: Ability to move around the facility (climbing stairs/ladders) and lift up to 25 pounds.
Environment: Office-based with regular field visits to construction zones and facility mechanical areas. Evening/weekend work may be required for project milestones.

Nice To Haves

Certifications (Preferred): Certified Facility Manager (CFM), Certified Records Manager (CRM), or PMP.

Responsibilities

Program Management & Construction Integration
As-Built & Change Management: Lead the development and enforcement of standardized as-built documentation across all trades (civil, MEP, fire suppression, structural). Validate field-driven changes against design intent.
Field Coordination: Interface with subcontractors and A&E teams to ensure construction aligns with approved submittals. Oversee submittal workflows to ensure equipment meets operational requirements.
Campus Integration: Support the integration of new buildings into the existing campus; maintain visibility across multiple projects to ensure consistency in standards and reporting.
Facilities Operations & Maintenance
Sustainment Planning: Develop maintenance frameworks based on accurate as-built data to ensure systems support long-term operations and future upgrades.
Safety & Compliance: Ensure all facilities meet safety regulations, building codes, and environmental standards. Update emergency response and business continuity plans.
Records Management & Information Governance
Policy Development: Develop and implement records management policies for both physical and electronic data, including leases, warranties, and service agreements.
Turnover Packages: Establish protocols for facility turnover packages, ensuring all documentation is finalized and converted for long-term storage.
Digital Systems: Implement and manage digital record-keeping systems (IWMS/CMMS/EDMS) to ensure efficient organization and retrieval.
Auditing & Compliance: Conduct regular audits to ensure accuracy, completeness, and adherence to legal/regulatory retention and disposal requirements.