Building Enterprise Coordinator

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3 days ago Requisition

Salary Range: $24.00 To $26.00 Hourly

DEPARTMENT:Finance & Enterprise Support

REPORTS TO: Director of Facilities

POSITION SUMMARY / OBJECTIVE:

The Building Enterprise Coordinator provides administrative and operational coordination for building operations, facilities management, vendor services, capital projects, and enterprise support initiatives. Serving as the primary administrative liaison for the Facilities Department, this position coordinates contractors, manages departmental documentation and financial records, supports regulatory compliance, and facilitates communication across the organization to ensure efficient, safe, and reliable facility operations. The role contributes to organizational effectiveness through proactive coordination, process improvement, exceptional customer service, and operational excellence.

RESPONSIBILITIES:

The following describes the representative responsibilities of this position and is not intended to be an all-inclusive list of duties:

• Provide administrative and operational support to the Director of Facilities and the Facilities
  
  Department.
• Coordinate daily departmental operations, priorities, schedules, and workflow.
• Maintain departmental financial records, including invoice processing, coding, reconciliation, expenditure tracking, and purchasing documentation.
• Maintain department records and documentation, including vendor contracts, certificates of insurance, warranties, inspection reports, permits, emergency preparedness documentation, and regulatory records in accordance with established retention policies.
• Prepare, edit, and distribute correspondence, reports, procedures, manuals, presentations, and other business documents.
• Coordinate department calendars, meetings, agendas, meeting minutes, and supporting materials.
• Attend organizational planning meetings to coordinatefacilitysupport for operational activities, programs, and special events.
• Coordinate and monitorfacilitieswork requests through the computerized maintenance management/work order system to ensure timely completion, documentation, and communication.
• Coordinate vendors, contractors, consultants, and service providers for maintenance, inspections, repairs, preventative maintenance, and capital improvement projects.
• Assist with procurement activities, including obtaining quotations, preparing Requests for Proposal (RFPs), tracking vendor documentation, and monitoring purchasing activities.
• Maintain inventories of maintenance materials, equipment, tools, and operational assets required to supportfacilityoperations.
• Assist with planning and logistical coordination for organizational events requiringfacilitiessupport.
• Track departmental projects, action items, preventive maintenance schedules, inspections, and follow-up activities to ensure deadlines and compliance requirements are met.
• Serve as the primary liaison between the Facilities
  
  Department and internal departments to coordinate service requests, communicate project updates, and resolve routine operational issues.
• Support regulatory compliance by maintaining inspection schedules, life safety documentation, maintenance records, and required operational files.
• Identify opportunities to improve departmental processes, efficiency, customer service, and operational effectiveness.
• Perform other duties and special projects as assigned.

SUPERVISORY RESPONSIBILITIES:

• This position has no direct supervisory responsibilities.

BUDGETARY RESPONSIBILITIES:

• Supports departmental purchasing, invoice processing, expenditure tracking, and financial documentation.
• Does not have direct budget authority.

COMPETENCIES:

• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to prioritize multiple projects in a fast-paced environment.
• Strong customer service orientation with exceptional interpersonal skills.
• Ability to work independently while exercising sound judgment.
• Strong attention to detail and documentation accuracy.
• Profici…