Facilities Operations Coordinator

Martin’s Point Health Care•Portland, ME

4d•$25 - $31•Onsite

About The Position

The Facilities Operation Coordinator provides administrative and operational support to the Facilities Department by maintaining the Computerized Maintenance Management System (CMMS), coordinating vendors, conducting routine facility inspections, and assisting with preventative maintenance and capital project documentation. This position serves as a key link between facility operations, contractors, and department leadership to ensure accurate asset data, timely work order management, and regulatory compliance. On-Call Requirement: This position participates in a rotating on-call schedule, with on-call coverage for approximately two weeks during each four-week rotation.

Requirements

Always maintain a valid driver’s license.
Must be physically able to perform all duties required.
Must be able to lift a weight of 50 lbs.
Must be able to utilize the company's financial processing systems (e.g. purchase order inputs, invoice processing, review and approval)
Maintain and reconcile monthly purchasing expenses by use of Company expense report.
Strong customer service orientation is a must.
Ability to communicate respectfully via voice, phone, text, face-to-face and email is required.

Nice To Haves

Bachelor’s/associate’s degree preferred.
2+ years of administrative, facilities, maintenance, or project coordination experience preferred.
Experience with CMMS (Brightly, TMA, Maximo, eMaint, FMX, or similar.) preferred.
Computer proficiency in with Microsoft Office Suite, particularly Excel, Word, and Outlook.

Responsibilities

Enters, updates, and maintains asset information within the CMMS.
Creates, assigns, monitors, and closes preventative and corrective maintenance work orders.
Maintains accurate equipment records, locations, warranties, manuals, and maintenance histories.
Generates monthly reports on work orders, preventive maintenance compliance, labor utilization, and key performance indicators (KPIs).
Assists with asset enrollment and inventory verification.
Supports ongoing CMMS implementation and data quality initiatives.
Performs routine inspections of buildings, grounds, parking areas, and mechanical spaces.
Identifies maintenance deficiencies and enter work requests into the CMMS.
Verifies completion and quality of corrective work.
Documents inspection findings and submit corrective actions.
Develops basic scopes of work for minor facilities maintenance projects and obtain vendor proposals as needed.
Meets vendors and contractors at multiple organizational locations.
Provides building access and coordinate site logistics.
Verifies contractor scope completion and document observations.
Prepares spreadsheets, reports, presentations, and project documentation.
Completes and tracks purchase orders.
Assists with furniture moves and facility projects assigned.
Responds to routine maintenance requests and customer service inquiries.
Assists with management of security camera and ID Badge systems.
Manages day-to-day operation of vehicle fleet, ensure preventive maintenance, inspections, oil changes are scheduled and completed.
Takes assigned off-hour call schedule on a rotating basis and be able to work a flexible schedule including nights, weekends and holidays as needed.
Travels to different company sites with company vehicles.
Performs other duties as assigned.
Employees are expected to work consistently to demonstrate the mission, vision, and core values of the organization.