Facilities and Operations Coordinator

Overview

The Coordinator for Facilities and Operations provides core administrative, analytical, and process support to the Facilities and Operations leadership team. Operating as an individual contributor with no supervisory duties, this role focuses on tracking departmental key performance indicators (KPIs), scheduling routine inspections, managing compliance documentation, and maintaining data reporting tools. The Coordinator serves as a central project liaison to support operational initiatives, vendor scheduling, and budget tracking under the direct supervision of departmental leadership.

Responsibilities include, but are not limited to, the following:

Administrative & Compliance Coordination

• Provides desk-based operational and administrative support to ensure facility activities align with departmental goals and regulatory standards.
• Coordinates preventative maintenance scheduling and logs work orders within the computerized maintenance management system.
• Tracks and maintains schedules for required Department of Buildings (DOB) and municipal inspections, including elevators, fire alarms, sprinkler standpipes, emergency lighting, and fire extinguishers.
• Serves as administrative contact for utility accounts, assisting Accounts Payable with routine invoice tracking and data logging.
• Maintains central physical and digital archives for building records, permits, and municipal paperwork.
• Reviews operational procedures and assists leadership in drafting revised compliance documentation and risk-mitigation guidelines.

Data Analytics & Operations Support

• Maintains operational dashboards and prepares regular KPI reports covering response times, budget tracking, and preventative maintenance compliance.
• Prepares Tableau reports, data summaries, and presentation decks for leadership, committee, and board meetings.
• Tracks project timelines, deliverables, and associated financial documentation for ongoing facility initiatives at the direction of leadership.
• Supports sustainability programs by tracking energy consumption data and reporting on carbon footprint reduction targets.
• Coordinates vendor access, schedules contractor site visits, and organizes incoming documentation for contract proposals and bid packages.

• Bachelor of Arts or Bachelor of Science degree.
• Minimum 1–3 years of experience in business administration, operational support, or facility coordination.
• Proven track record in individual contributor roles focusing on administrative coordination and process management.

• Strong analytical and data visualization skills, including proficiency in Microsoft Excel and Tableau.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent organizational skills, attention to detail, and ability to manage multiple tracking systems simultaneously.
• Strong written and verbal communication skills for cross-functional liaison and vendor scheduling.
• Ability to work independently to research operational data and compile summaries for management.

• Occasional local travel required.

• Standard office work; ability to lift up to 25 lbs.