Facilities Coordinator - Office - Volunteer

Facilities Coordinator

The Facilities Coordinator serves as the central administrative and logistical support for the Facilities Department, ensuring that all facility-related requests are received, tracked, and assigned to the appropriate Buildings Manager for resolution. The Facilities Coordinator maintains organized records of vendor information, service contracts, maintenance schedules, and compliance documentation to ensure smooth and efficient operations across all Vox Church campuses.

Primary Responsibilities

• Serve as the primary point of contact for all incoming facilities ROCK requests for Vox Church buildings.
• Assign, track, and follow up on work orders, ensuring timely communication and completion.
• Monitor open requests, providing timely communication and clarity to stakeholders regarding timelines and steps to completion.
• Coordinate vendor scheduling, site access, inspections, and maintenance projects.
• Maintain organized vendor and facilities documentation, including:
• Vendor contact information, after-hours emergency numbers and processes to escalate critical issues
• Certificates of Insurance (COIs), W-9s, and compliance records
• Tracking expiration dates and renewals
• Warranties, manuals, inspection reports, and service logs
• Assist with coding expenses, compiling data and preparing reports related for facilities performance and spending.
• Support the Real Estate Director with administrative tasks related to budgeting, contracts, and project tracking.

Skills and Qualifications

• Strong organizational and administrative skills with excellent attention to detail.
• Proficient in Microsoft Office and Teams.
• Effective communicator, capable of managing multiple priorities and following up proactively.
• Ability to work independently while maintaining alignment with the overall goals of the department.
• Experience with vendor coordination or contract documentation preferred.
• Previous experience in office administration, facilities coordination, or logistics preferred.
• A commitment to Vox Church's mission and values, with a heart for serving staff and campuses.

Key Attributes

• Dependable and responsive with strong attention to detail
• Team-oriented with a servant-hearted approach
• Calm and flexible when priorities change
• Organized and efficient, helping ministry operations run smoothly