Facilities Operations Coordinator

Asset Living•Phoenix, AZ

About The Position

The Facilities Operations Coordinator plays a vital role in supporting the efficient management of facilities operations. This position is responsible for scheduling floating facilities staff, approving timesheets, coordinating administrative tasks, and managing billing for facilities services. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Requirements

Proven experience in facilities coordination, administrative support, or scheduling.
Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines.
Proficiency in scheduling software, timekeeping systems, and billing processes.
Excellent communication and interpersonal skills to work effectively with staff at all levels.
High attention to detail and ability to problem-solve in a dynamic work environment.

Nice To Haves

Experience with expense management and travel coordination is a plus.
Prior experience in facilities operations, workforce scheduling, or a similar role within property management, construction, or service industries preferred.

Responsibilities

Develop and maintain schedules for floating facilities staff to ensure adequate coverage across all locations.
Adjust schedules as needed to accommodate absences, workload demands, or emergencies.
Serve as the primary point of contact for scheduling inquiries from staff and management.
Review and approve facilities support staff timesheets for accuracy and compliance with policies.
Coordinate with HR and Payroll to resolve any discrepancies or issues related to time tracking.
Prepare and process billing for facilities services, ensuring accurate invoicing for internal and external clients.
Track and reconcile service charges, coordinating with accounting as needed.
Assist in the administration of capital project contracts, ensuring compliance with terms and conditions.
Arrange travel for facilities staff, including booking accommodations, flights, and ground transportation.
Manage expense reporting for facilities staff, ensuring timely submission and compliance with company policies.
Maintain records, reports, and documentation related to facilities operations.
Act as a liaison between facilities teams, vendors, and internal departments to ensure smooth operations.
Identify opportunities to streamline scheduling, billing, and administrative processes.
Support leadership with reporting and data analysis related to facilities operations.