Facilities Project Coordinator

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Facilities Project Coordinator

General Statement of Job
Performs advanced administrative, technical, and operational coordination work in support of the Building Maintenance Section within the Facilities Management Department. The employee is responsible for coordinating building maintenance activities, supporting preventive and corrective maintenance programs, maintaining asset management records, and providing comprehensive administrative support to the Facilities Manager and maintenance personnel.
Work involves coordinating maintenance schedules; administering work order systems; maintaining facility asset inventories; assisting with procurement and budget tracking; compiling operational metrics; and ensuring compliance with City policies, safety standards, and reporting requirements. The position serves as a central coordination point between maintenance staff, contractors, vendors, other City departments, and external stakeholders.
Employee exercises independent judgment within established guidelines and reports directly to the Facilities Manager.

Specific Duties and Responsibilities
Essential Functions:
Coordinates building maintenance activities utilizing computerized maintenance management systems (CMMS) such as Asset Essentials and related asset management platforms; ensures timely entry, tracking, and closure of preventive and corrective maintenance work orders; maintains accuracy of labor, material, and cost data.
Maintains and updates comprehensive facility asset inventories, including mechanical, electrical, plumbing (MEP), structural, and building systems components; supports lifecycle tracking and capital replacement planning initiatives.
Provides administrative and operational support for the Building Maintenance Section; processes documentation related to facility operations in accordance with City policies and established procedures; collaborates with maintenance technicians, contractors, and other departments to ensure coordinated and efficient service delivery.
Supports the Facilities Manager by preparing correspondence, reports, memoranda, spreadsheets, and operational summaries; screens communications; tracks assignments; and ensures follow-up on key maintenance and compliance items.
Serves as liaison between Facilities Management and other City departments, regulatory agencies, contractors, and vendors; coordinates the exchange of technical and routine information to support maintenance operations and facility-related projects.
Coordinates and maintains schedules for preventive maintenance activities, inspections, contractor services, regulatory compliance tasks, and minor capital improvement support efforts; schedules meetings, site visits, vendor appointments, and training activities; updates calendars and communicates changes to affected parties.
Coordinates logistical arrangements for operational meetings and facility-related project discussions; prepares agendas and meeting materials; records and distributes meeting minutes; maintains official documentation files.
Receives and processes service requests from internal departments and external users; provides customer service in person, by telephone, or electronically; researches routine facility issues and assists in resolution or escalation as appropriate.
Performs detailed data entry and reporting functions within CMMS and related databases; verifies data accuracy; generates routine and ad hoc reports regarding work order status, preventive maintenance compliance rates, asset performance, and budget tracking.
Processes procurement documentation for facilities-related materials, equipment, and contracted services; obtains quotes in accordance with municipal procurement policies; prepares purchase requisitions and purchase orders; reviews invoices for accuracy; assigns appropriate account codes; reconciles procurement card transactions; and maintains organized financial records.
Assists in monitoring section budgets by tracking expenditures, preparing expenditure summaries, supporting budget development documentation, and identifying potential variances.
Coordin…