Facilties Coordinator

Facilities Coordinator

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The Facilities Coordinator plays a key role in supporting the daily operations of the Facilities team by coordinating administrative, operational, and reporting tasks. This role is responsible for coordinating facility service requests, maintaining accurate documentation and databases, supporting vendor management, and facilitating communication between branches, vendors, and internal departments. The ideal candidate is detail‑oriented, highly organized, and able to manage multiple priorities in a fast‑paced environment.

• Serve as the primary administrative support for the Sr. Manager of Facilities.
• Log, track, and follow up on work orders to ensure timely resolution.
• Assist in vendor coordination, including gathering quotes, preparing purchase requests, tracking invoices and ensuring appropriate documentation is collected.
• Prepare reports, spreadsheets, and summaries for leadership to support decision‑making and project planning.
• Support branch openings, renovations, relocations, and other facility projects through scheduling, communication, and logistics.
• Support budgeting and financial processes through invoice tracking, coding, and reconciliation.
• Work with Accounts Payable to resolve invoice discrepancies and ensure timely processing.
• Process purchase orders and coordinate ordering of facility supplies.
• Ensure effective communication with branch leadership and staff regarding maintenance schedules, updates, and vendor visits.
• Maintain an organized digital and physical filing system for all facilities‑related materials including contracts, warranties, COIs, inspection reports, SDS documentation, and compliance logs.
• Assist with safety, security, and compliance processes as directed.
• Support audit readiness by ensuring all records meet regulatory and company standards.
• Assist in updating facility SOPs, building documentation, and maintenance history files.
• Perform other administrative or facilities support duties required to support the Facilities team.

• High school diploma or equivalent required; associate’s degree or relevant coursework preferred.
• 2+ years of administrative support experience, ideally within facilities, operations, construction, or property management.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Strong attention to detail and accuracy.
• Ability to work independently while coordinating with a variety of stakeholders, take initiative, and problem‑solve.
• Excellent written and verbal communication skills.
• Proficiency in MS Office (Excel, Word, Outlook, PowerPoint); experience with facilities management software or ticketing systems preferred.
• Professional, customer‑focused attitude when interacting with internal staff and external vendors.

• Work is performed in a standard office setting with extended computer and data‑entry work.
• Must be able to sit or stand for extended periods and lift up to 20 lbs occasionally.

USD $19.25 - $22.00 /Hr.

Not Applicable

Full‑time

Other

Wholesale Motor Vehicles and Parts