Facilities Projects Coordinator

Mammoth Holdings LLC•Alcoa, TN

9d•$26 - $32•Onsite

About The Position

The Facilities & Capital Projects Coordinator manages the administrative and financial details of facility improvements and major equipment installations across 155 car wash locations. Working with the Facilities Project Manager, Equipment/CapEx Lead, external contractors, suppliers, and Accounting, the coordinator keeps purchasing, equipment orders, vendor documentation, project costs, invoices, and payments accurate and moving through completion. The role focuses on project administration, financial tracking, and external vendor coordination—not maintenance dispatch or daily technician scheduling. The coordinator maintains project financial and administrative records, tracks purchasing and equipment orders, coordinates invoices and payments, supports vendor onboarding, maintains project documentation through closeout, and keeps shared trackers and leadership updates current. The role also supports department platforms and coordinates authorized employee access changes for onboarding, transfers, and offboarding. The position is based in the office in Alcoa, Tennessee, within the Facilities & Equipment Maintenance department, and reports to the Senior Director of Facilities & Equipment Maintenance. It is full-time and pays $26–$32 per hour, depending on experience and qualifications. Full benefits and other compensation programs are provided according to company policies.

Requirements

At least 2 years of experience in construction administration, capital-project coordination, project accounting, or purchasing/accounts payable supporting projects.
Hands-on experience coordinating external contractors, vendors, or equipment suppliers.
Experience with purchase orders, vendor invoices and payments, and project cost tracking.
Strong Excel skills and the ability to maintain accurate shared trackers and reports.
Clear communication skills and demonstrated ability to resolve open items without continuous supervision.
Ability to manage competing priorities and learn multiple software systems.

Nice To Haves

Experience with facility renovations, construction projects, or equipment installations.
Experience with contractor onboarding and insurance documentation.
Experience with multi-site operations and equipment delivery tracking.
Experience with purchasing or ERP systems such as Jaggaer or Oracle.
Experience with project platforms such as Asana or Monday.com.
Experience administering employee system access.

Responsibilities

Track approved budgets, committed costs, actual spending, unpaid invoices, and expected remaining costs; reconcile records and flag discrepancies or potential overruns.
Coordinate purchase orders, verify quotes and approvals, and track equipment orders through vendor confirmation, shipment, delivery, and receipt.
Match vendor invoices to approved purchases and completed work, resolve discrepancies, and follow payment issues through completion with Accounting.
Collect vendor W-9s, insurance certificates, agreements, and other required documentation, and confirm vendors are ready before work begins.
Maintain contracts, approved changes, warranties, permits, and other project documents; ensure financial and administrative items are resolved at project closeout.
Keep shared trackers current, pursue overdue actions, and provide leadership with updates on status, risks, next steps, and decisions needed.
Support department platforms and coordinate authorized employee access changes for onboarding, transfers, and offboarding.
Coordinate administrative and financial matters with the Facilities Project Manager, Equipment/CapEx Lead, contractors, suppliers, and Accounting.