Facilities Project Coordinator

Tampa Housing Authority•Tampa, FL

About The Position

Under the direct supervision of the Facilities Assistant Director, the Facilities Project Coordinator centralizes and professionalizes the management of all recurring contracted services and critical vendor relationships within the Facilities & Maintenance department. This dedicated role will act as the single point of contact and accountability for the lifecycle of all routine service contracts, ensuring they are executed on schedule, and to specification. Abates inefficiencies, communication gaps, and compliance risks by coordinating recurring and essential services.

Requirements

Associates degree in Computer Science, Marketing, Business Administration, Management Information Systems or closely related field.
Four (4) years equivalent combination of education and training which provides the requisite knowledge, skills, and abilities.
Proficient in database management systems, Microsoft Word, Excel, Access and Outlook and associated report creation processes.
Good interpersonal, communication and customer service skills.
Organized, Attentive to detail.
Must be able to remain in a stationary position 50% of the time.
Needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
Clarity of vision at 20 inches or less. Ability to judge distances and spatial relationships to see objects where and as they actually are.
Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
Valid Florida Driver’s License.
Insurable under the agency’s insurance policy.
Level II Background Clearance.

Nice To Haves

Yardi (Facilities) experience preferred.

Responsibilities

Contract Administration & Vendor Management: Serve as the primary liaison for all contracted service vendors (e.g., pest control, landscaping, and fire safety, elevator maintenance, HVAC service, janitorial for common areas, dumpster service, asphalt/paving). Ensure schedules are met, contracts are fulfilled, and properties remain compliant and presentable.
Facilitate the department’s "Certification and Acceptance of Services Provided" for all contracted work, ensuring proper documentation before payment.
Warranty & Service Agreement Tracking: Manage the department's warranty log for appliances, roofing, HVAC systems, and other capital equipment.
Coordinate warranty claims and service calls with manufacturers and vendors.
Schedule and document required manufacturer-recommended maintenance to preserve warranty validity.
Recurring Inspection Coordination: Schedule and coordinate all third-party and city/county inspections on fire safety, elevators, backflow prevention, life safety.
Track inspection certificates and ensure they are posted/available as required by code.
Procurement Support & Documentation: Assist Maintenance Supervisors in obtaining quotes for recurring services and materials.
Maintain a library of manufacturer’s literature, O&M manuals, and as-built drawings as referenced in department procedures, ensuring they are accessible to field staff.
Support the Data Manager by ensuring all contract-related invoices have corresponding service documentation.
Key Interactions: Maintenance Supervisors: To receive service requests, provide schedule visibility, and confirm work completion.
Data Manager: To ensure Purchase Orders and invoices for contracted services are processed correctly.
Maintenance Inspector: To ensure contracted services align with inspection correction requirements.
Vendors: To serve as the primary point of contact for scheduling, scope clarification, and issue resolution.