Facilities Coordinator

Investing in Communities to Transform Lives.

WHO WE ARE

It's fun to work in a company where people truly believe in what they are doing. At Birge & Held, we are committed to bringing excitement and energy to the business of multifamily housing. We expect every employee within our organization to be a leader working in a collaborative environment towards a shared vision.

At Birge & Held, our employees have a Passion for People, demonstrate Leadership at Every Level, and are Always Learning & Innovating. Through these core values, we make our purpose a reality, “Investing in Communities to Transform Lives.”

POSITION OVERVIEW

The Facilities Coordinator supports facilities operations across an assigned portfolio of communities, with primary responsibility for make ready management, maintenance purchasing, procurement, and vendor coordination. This centralized role maintains visibility into vacant unit readiness, materials, purchasing needs, vendor performance, and service timelines to improve efficiency, control costs, and support consistent company standards.

The Facilities Coordinator works closely with Maintenance Operations Managers (MOMs), Operations Managers (OMs), Regional Maintenance Supervisors (RMSs), onsite maintenance teams, suppliers, and approved vendors. The role coordinates workflows and logistics while onsite maintenance leadership and RMSs retain responsibility for field execution, technical oversight, and maintenance quality. This position may be remote with periodic travel to assigned communities. This position reports directly to the Manager of Operational Services.

KEY RESPONSIBILITIES

Make Ready Management

• Manage make ready work flows across assigned communities, including upcoming move outs, vacant units, vendor schedules, material needs, and expected completion dates.
• Coordinate apartment turn services, including painting, cleaning, carpet cleaning, flooring, tub resurfacing, appliance installation, punch work, and specialty repairs.
• Track progress and proactively identify delays, material shortages, vendor issues, and other risks affecting unit availability; communicate priorities and follow up on resolution.
• Coordinate correction of quality control deficiencies and incomplete vendor work with onsite teams and maintenance leadership.
• Serve as a primary communication point among onsite teams, vendors, suppliers, and corporate maintenance throughout the make ready process.

Maintenance Purchasing and Procurement

• Coordinate purchasing for appliances, flooring, cabinets, countertops, doors, maintenance supplies, equipment, and other approved materials.
• Assist onsite teams with product identification, material sourcing, pricing, ordering, and delivery coordination in partnership with maintenance leadership.
• Monitor purchasing activity and identify opportunities to consolidate orders, standardize approved products, reduce costs, and improve purchasing efficiency.
• Maintain approved supplier relationships and help resolve order, delivery, pricing, and product availability issues.
• Assist with vendor sourcing, onboarding, scheduling, pricing, and ongoing relationship management.
• Obtain and compare vendor pricing and partner with Regional Maintenance Supervisors and Operations leadership on vendor selection.
• Monitor vendor responsiveness, completion timelines, quality, pricing, and adherence to company expectations; coordinate follow-up on performance concerns.
• Identify opportunities to consolidate vendor relationships and use portfolio purchasing volume to improve pricing and service.

Reporting, Process Improvement, and Portfolio Support

• Maintain accurate vendor, purchasing, and make ready information in company systems and tracking tools.
• Review operational data to identify opportunities to…