Facilities Operations Coordinator

We are seeking an organized and detail-oriented Facilities Operations Coordinator to support facility operations, contract compliance, reporting, and subcontractor management at a large public-sector facilities campus in Long Beach, CA.

The ideal candidate will have experience in facilities management, contract administration, compliance documentation, and operational reporting. This role involves coordinating with internal teams, customers, vendors, and subcontractors to ensure facility services are delivered efficiently, deadlines are met, and regulatory requirements are maintained.

• Coordinate and oversee the preparation of monthly, quarterly, and annual customer reports, ensuring accuracy and timely submission.
• Collect, organize, and maintain operational data, databases, and supporting documentation.
• Manage contract administration activities, including subcontract agreements, purchase orders (POs), invoice collection, tracking, and related financial documentation.
• Monitor statutory and regulatory compliance requirements, including OSHA, elevator permits, life-safety systems, CUPA, and AQMD regulations.
• Maintain the Computerized Maintenance Management System (CMMS), including equipment history, work orders, equipment status, and preventive maintenance schedules.
• Oversee custodial, janitorial, and landscaping service contracts, monitoring service quality, performance, and communication.
• Coordinate with customers, vendors, subcontractors, and internal operations teams to maintain positive working relationships.
• Assist with purchase order generation, invoice processing, payment tracking, and subcontractor invoice submissions.
• Research operational issues, identify opportunities for process improvement, and recommend solutions to improve efficiency.
• Maintain a professional office environment and manage office supplies, product ordering, and inventory.
• Attend meetings throughout project phases and prepare accurate meeting notes and documentation.
• Provide general administrative and operational support to the facilities Operations & Maintenance (O&M) team.
• Perform additional duties as assigned.

• Bachelor's degree or equivalent education preferred.
• Minimum of 5 years of relevant experience in facilities management, contract compliance, operational reporting, or a related field.
• Experience coordinating subcontractors, vendors, or facility service providers.
• Knowledge of contract administration, compliance documentation, and regulatory requirements.
• Experience using a CMMS for work order tracking, equipment records, and preventive maintenance scheduling is preferred.
• Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook.
• Strong data-entry, spreadsheet management, reporting, and documentation skills.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to work independently, manage multiple priorities, and meet established deadlines.
• Ability to work effectively with individuals from diverse professional backgrounds.

• Experience overseeing janitorial, custodial, landscaping, or other soft services contracts.
• Familiarity with OSHA, elevator permits, life-safety requirements, CUPA, and AQMD compliance.
• Experience with purchase orders, invoice tracking, subcontractor documentation, and contract administration.
• Strong problem-solving skills and a continuous-improvement mindset.