Facilities & Office Coordinator

EControls•San Antonio, TX

1d•Onsite

About The Position

We are seeking a proactive and highly organized Facilities & Office Coordinator to serve as the operational backbone of our Facilities department. In this role, you will be the primary support for the Facilities Director and Management team, ensuring our office runs smoothly, our vendors are held to high standards, and our internal processes—from work orders to financial reporting—are executed with precision. The ideal candidate is a professional multi-tasker who enjoys a mix of administrative coordination, vendor management, and technical systems support.

Requirements

3+ years in an administrative support or office coordination role, preferably within a Facilities or Property Management environment.
Proficiency in Microsoft Office Suite and experience with Concur (expenses) and CMMS software.
Exceptional verbal and written communication skills with the ability to interface professionally with executive leadership and external contractors.
Proven ability to prioritize competing tasks in a fast-paced environment with minimal supervision.
A "systems-thinking" mindset with the ability to resolve technical and administrative bottlenecks independently.

Nice To Haves

Limble experience

Responsibilities

Provide high-level clerical support to the Facilities Director and Managers, including managing calendars, preparing correspondence, and coordinating special projects.
Facilitate department meetings by capturing minutes and ensuring timely distribution of action items.
Coordinate professional memberships and network with industry contractors to maintain strong business relationships.
Manage Janitorial and Coffee/Food vending services, including inventory management, performance monitoring, and initiating corrective actions when necessary.
Oversee the contractor arrival process, including greeting visitors, assigning security badges, and notifying internal hosts.
Maintain comprehensive filing systems for critical annual testing and infrastructure certifications.
Serve as the internal expert for the Limble CMMS system, orienting new staff and ensuring the equipment inventory remains accurate.
Manage the work order database, submitting corrective maintenance requests and providing status updates to internal customers.
Produce detailed reports and statistical data regarding facility services and department performance.
Manage the financial lifecycle of department projects by generating Purchase Orders (POs) and tracking payment status.
Create Concur expense reports and assist leadership with miscellaneous invoice processing.
Ensure all department activities remain compliant with established company policies and procedures.