Facilities & CapEx Coordinator

Description

Location: Alcoa, Tennessee
Department: Facilities & Equipment Maintenance
Reports To: Senior Director of Facilities & Equipment Maintenance
Position Type: Full-Time

The Facilities & Cap Ex Coordinator plays a key role in keeping facility projects, capital expenditures, equipment orders, vendors, purchasing, financial processes, and department systems organized and moving forward across a multi-site car wash organization.

This position serves as the administrative and financial coordination hub for the Facilities & Equipment Maintenance team. The Coordinator works closely with Facilities leadership, the Facilities Project Manager, Operations, Finance/Accounting, and outside vendors to ensure projects are properly established, equipment orders are tracked, vendors are ready to work, purchase orders are in place, invoices are processed accurately, budgets remain current, and outstanding items are followed through to completion.

This role also supports administration of the systems used by the Facilities and Maintenance teams, including onboarding and offboarding team members and maintaining appropriate system access.

This is not simply a data-entry or administrative position. We are looking for someone who takes ownership, identifies gaps, follows up without being asked, and creates structure in a fast-moving environment with many projects happening simultaneously.

• Maintain accurate and current tracking of Facilities and Cap Ex budgets across projects and locations.
• Track approved budgets, purchase orders, committed costs, invoices, actual spend, pending costs, and project forecasts.
• Assist leadership with regular budget-versus-actual reporting and identify potential variances or discrepancies.
• Maintain project-level financial records and ensure changes are reflected accurately in budget tracking.
• Coordinate with Facilities leadership, Finance, Accounting, and project owners to reconcile project costs.
• Help prepare recurring Cap Ex and Facilities spending reports for leadership.
• Identify missing information, unusual charges, unapproved costs, or projects trending outside their approved budgets and elevate them appropriately.

• Coordinate purchase requisitions and purchase orders for Facilities, Maintenance, and Cap Ex projects.
• Track major equipment and material orders from initial request through PO issuance, vendor confirmation, shipment, delivery, and receipt.
• Maintain visibility into equipment lead times and expected delivery dates.
• Proactively follow up with vendors regarding delayed orders, backorders, shipment status, and missing equipment.
• Coordinate equipment delivery information with project owners, maintenance teams, and Operations as needed.
• Verify that appropriate quotes, approvals, scopes, and supporting documentation are attached before purchases move forward.
• Track invoices through approval and payment and proactively resolve stalled or missing payments.
• Match invoices against approved POs, project budgets, equipment orders, and completed work.
• Maintain visibility into outstanding commitments and unpaid invoices.
• Work with Accounting and vendors to resolve invoice discrepancies, payment questions, credits, and other issues.

• Coordinate onboarding of new contractors and vendors.
• Collect and maintain required vendor documentation, including W-9s, certificates of insurance, agreements, and other required documentation.
• Ensure vendors are properly established in company systems before work begins.
• Maintain organized vendor records and contact information.
• Serve as a primary administrative contact for vendors regarding…