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.

• Coordinate building maintenance activities utilizing computerized maintenance management systems (CMMS) such as Asset Essentials and related asset management platforms; ensure timely entry, tracking, and closure of preventive and corrective maintenance work orders; maintain accuracy of labor, material, and cost data.
• Maintain and update comprehensive facility asset inventories, including mechanical, electrical, plumbing, structural, and building systems components; support lifecycle tracking and capital replacement planning initiatives.
• Provide administrative and operational support for the Building Maintenance Section; process documentation related to facility operations in accordance with City policies and established procedures; collaborate with maintenance technicians, contractors, and other departments to ensure coordinated and efficient service delivery.
• Support the Facilities Manager by preparing correspondence, reports, memoranda, spreadsheets, and operational summaries; screen communications; track assignments; and ensure follow‑up on key maintenance and compliance items.
• Serve as liaison between Facilities Management and other City departments, regulatory agencies, contractors, and vendors; coordinate the exchange of technical and routine information to support maintenance operations and facility‑related projects.
• Coordinate and maintain schedules for preventive maintenance activities, inspections, contractor services, regulatory compliance tasks, and minor capital improvement support efforts; schedule meetings, site visits, vendor appointments, and training activities; update calendars and communicate changes to affected parties.
• Coordinate logistical arrangements for operational meetings and facility‑related project discussions; prepare agendas and meeting materials; record and distribute meeting minutes; maintain official documentation files.
• Receive and process service requests from internal departments and external users; provide customer service in person, by telephone, or electronically; research routine facility issues and assist in resolution or escalation as appropriate.
• Perform detailed data entry and reporting functions within CMMS and related databases; verify data accuracy; generate routine and ad hoc reports regarding work order status, preventive maintenance compliance rates, asset performance, and budget tracking.
• Process procurement documentation for facilities‑related materials, equipment, and contracted services; obtain quotes in accordance with municipal procurement policies; prepare purchase requisitions and purchase orders; review invoices for accuracy; assign appropriate account codes; reconcile procurement card transactions; maintain organized financial records.
• Assist in monitoring section budgets by tracking expenditures, preparing expenditure summaries, supporting budget development documentation, and identifying potential variances.
• Coordinate contractor access to City facilities; verify required documentation including certificates of insurance, licenses, and permits; assist in tracking contract compliance and service performance standards.
• Perform general administrative support functions including filing, scanning, record retention, mail processing, and maintaining electronic and hard‑copy records in compliance with public records requirements.
• Provide cross‑training and…