Facilities Coordinator

NAI Hallmark is seeking a highly organized, relationship-driven Facilities Management Coordinator to provide essential onsite support for a well-known financial institution with over 160,000 sq. ft. of retail and corporate office space throughout the greater Jacksonville area. This role is central to ensuring smooth operations, exceptional service delivery, and seamless execution of facilities needs across multiple locations.

You will support a dedicated Facilities Management Team, including the Director of Facilities Management, full-time and part-time Building Engineers, and work collaboratively with client leadership, vendors, and internal teams.

At NAI Hallmark, our culture is the heartbeat of our success. We challenge each team member to let our Core Values guide daily interactions with clients, customers, and business partners:

• Relationship Driven
• Team Oriented
• Integrity
• Ambitious

If these values resonate with you, you’ll thrive here.

Serve as the onsite facilities support contact for a 3-story, 55,000 sq. ft. Corporate Headquarters, Monday–Friday, 8:00 a.m.–5:00 p.m.

• Partner with day porters to track, order, and maintain supplies for restrooms, breakrooms, and café areas.
• Work with on-site security to answer questions, schedule and escort vendors/visitors, and resolve coverage concerns.
• Coordinate with corporate office managers, executives, and employees to resolve building-related requests and close work orders.
• Collaborate with Facilities Manager and client HR on security protocols and emergency preparedness.
• Serve as the primary administrator for Building Engines work order software: create, monitor, and close work orders; maintain accurate user and vendor data.
• Work closely with the Lead Engineer to support client locations, ensuring timely resolutions and detailed communication updates.
• Coordinate with vendors to obtain updates, secure bids, and support budgeting and project planning.

• Maintain accurate vendor contracts and tenant insurance certificates.
• Use Building Engines reporting tools to draft monthly facility management reports for review and client delivery.
• Assist with compiling construction management invoices and preparing monthly billing calculations.

• Support opening/closing of client locations and participate in on-site project work as needed.
• Conduct branch surveys and contribute to work order process improvements.
• Tackle ad-hoc projects assigned by the Facilities Management Team or client.

While requirements can be tailored, candidates who excel in this role typically demonstrate:

• Strong organizational skills and attention to detail
• Excellent communication and customer service abilities
• Ability to manage multiple workflows and prioritize effectively
• Comfort working both independently and collaboratively
• Familiarity with facilities management, vendor coordination, or building operations (a plus)
• Experience with work order management systems (Building Engines experience is preferred but not required)

You’ll be part of a trusted, team-oriented environment where your contributions directly impact client satisfaction and operational excellence. Our commitment to growth, integrity, and strong relationships makes NAI Hallmark a place where driven professionals can build a meaningful career.

If you’re ambitious, service-focused, and excited to work in a dynamic facilities environment, we’d love to hear from you.

• 2-4 years of related experience required, with project management experience preferred.
• Proven experience working with executives and senior managers.
• Ability to determine and set priorities.
• Excellent analytical and decision-making skills to make appropriate decisions when solving critical problems and accomplishing objectives.
• Excellent PC software skills for analysis, audit, reports, and presentations with proficiency in Microsoft Office programs.
• Ability to be influential and establish positive working relationships across the organization.

• Access to health, vision, dental, and disability insurance
• 401(k) with both Traditional and Roth options
• Competitive PTO policy