Facilities Repair and Maintenance Specialist I

Daimler Truck North America•Portland, OR

1d•Onsite

About The Position

The Facilities Coordinator plays a key role in supporting the daily operations of the Corporate Real Estate (CRE) department by managing a broad range of vendor services and ensuring high-quality facility standards across the organization. This position is responsible for coordinating and administering vendor contracts for janitorial services, maintenance, interior plants, landscaping, arborist services, first aid programs, holiday décor, storm water discharge compliance, and other specialty service providers. Core responsibilities include tracking vendor invoices and budgets, generating purchase orders, and supporting the goods receipt process. The Facilities Coordinator maintains up-to-date scopes of work for all vendors, documents service quality, performs inspections, over sees facilities projects, and oversees corrective actions when necessary. This role works directly with vendors to enhance service efficiency, schedule work, and resolve operational issues. As the primary point of contact for internal customers regarding assigned vendor services, the Facilities Coordinator ensures timely communication and issue resolution. This person also oversees facilities projects including planned projects and unplanned projects for repair. This includes defining the project scope, devising a plan, working with GIP to select a contractor or vendor, and overseeing their work to completion. The CRE department offers a fast paced, dynamic, and collaborative environment. We are a team that takes pride in serving our customers and maintaining the highest standards in presenting our facilities.

Requirements

High School Diploma or GED and 1–2 years of experience in facilities, property management, or related field, is required.
Experience managing small facility projects or office moves.
Prior experience in facilities coordination, property management, operations support, or a related administrative role.
Basic understanding of building maintenance (HVAC, electrical, plumbing) — general knowledge, not technician-level.
Demonstrated customer service experience supporting internal and/or external clients.
Project management experience, including coordinating timelines, resources, and deliverables.
Strong organizational skills with the ability to manage schedules, calendars, and multiple priorities.
Advanced proficiency in Microsoft Office applications, particularly Excel (data tracking, reporting, basic formulas) and PowerPoint (presentations, formatting).
Comfortable learning new software platforms quickly and applying them effectively (e.g., work order or facilities management systems).
Strong written and verbal communication skills for interacting with vendors, team members, and internal customers.
Solid problem‑solving, critical‑thinking skills, common sense with attention to detail.
Data‑entry accuracy and ability to maintain clean, reliable records.
An attached resume is required.
Thrive in ambiguity and shifting priorities, staying adaptable through ongoing organizational change.
Learn new processes quickly and deliver accurate results under tight deadlines.
Balance routine operations with project-based work, effectively multitasking across responsibilities.
Collaborate well within teams while working independently with minimal supervision.
Maintain professionalism, confidentiality, and strong customer service; proactively anticipate needs and suggest process improvements.

Nice To Haves

Experience working with vendors, service providers, or contract based partners is highly desirable.
Facilities management knowledge.
Understanding of building systems, maintenance processes, and workplace safety.

Responsibilities

Manage day‑to‑day facilities operations, including building systems, maintenance workflows, safety practices, and timely work order resolution.
Coordinate vendor contracts, invoices, budgets, and scope‑of‑work (SOW) documents for all facilities service providers, including janitorial, landscaping, building maintenance, window cleaning, snow removal, and specialized vendors.
Conduct regular quality‑control inspections and document service performance; coordinate corrective actions as needed.
Maintain vendor roster and NDA documentation.
Ensure continuous updates to scopes of work for janitorial, landscaping, maintenance, snow services, and other vendor categories.
Support and streamline vendor scheduling, communication, and operational efficiency.
Create and manage work orders and preventive maintenance (PM) orders through iOffice to support continuous improvement.
Assist department staff by responding to maintenance related phone calls and email requests.
Update and maintain facilities databases and operational records.
Manage small facilities repair projects.
Deliver excellent customer service by diagnosing facility issues, providing practical solutions, and ensuring a smooth workplace experience for employees.
Support budgeting activities by tracking invoices, purchase orders, inventory, and compliance documentation with strong attention to detail.
iOffice work order system owner.
Maintain accurate documentation for purchasing, POs, and goods‑receipt processes.
Support department staff with day‑to‑day tasks and workflows as needed.