Corporate Services Facilities Management Job Plano area,Texas USA,Administrative/Clerical

Overview We are seeking a highly organized Facilities Operations Coordinator to provide operational, administrative, and reporting support for a national facilities function. This role plays a central part in keeping facilities operations running efficiently by coordinating work orders, managing vendor activity, supporting projects, and delivering accurate reporting.
You will work cross-functionally with operations, finance, procurement, construction, and external service providers in a fast-paced, multi-location environment. Responsibilities CMMS & Work Order Management

Manage and track work orders from creation through completion using CMMS platforms
Maintain accurate asset, vendor, and location data for reporting integrity
Review aging and escalated work orders and coordinate follow-ups
Perform audits to ensure data accuracy and documentation completeness
Support improvements to workflow efficiency and data quality

Vendor Coordination

Coordinate with vendors on scheduling, proposals, and service completion
Track vendor performance, response times, and open issues
Maintain organized vendor documentation and service records
Ensure timely communication and execution of service activities

Project Coordination

Support repair, maintenance, and capital projects from initiation through closeout
Organize project documentation including proposals, approvals, PO s, invoices, and schedules
Track milestones, budgets, risks, and timelines
Prepare project updates and leadership-ready summaries

Reporting & Analytics

Prepare recurring reports and dashboards, including:
- Work order status and trends
- Vendor performance metrics
- Project tracking and milestone updates
- Budget, spend, and invoice tracking
Build executive-ready summaries and operational insights

Administrative Support

Prepare presentations, reports, and meeting materials
Maintain SOPs, documentation, and department records
Manage shared systems (Teams, SharePoint, file structures)
Coordinate meetings, agendas, and communications

Process Improvement

Identify and implement process improvements to increase efficiency
Standardize documentation, reporting, and workflows
Support automation and reporting enhancements

Required Qualifications

Associate s degree required (Bachelor s preferred)
3+ years of experience in operations coordination, facilities administration, project coordination, or similar roles
Strong organizational skills and attention to detail
Ability to manage multiple priorities in a fast-paced environment
Strong written and verbal communication skills
Ability to work cross-functionally with internal and external stakeholders
High level of professionalism, confidentiality, and accountability

Preferred Qualifications

Experience with CMMS systems (e.g., Corrigo, Service Channel, Maximo, FMX)
Background supporting facilities, construction, property management, or multi-site operations
Experience coordinating vendors and tracking project documentation
Experience preparing dashboards and executive-level reports
Exposure to purchase orders, invoicing, or budget tracking

Technical Skills

Microsoft Excel (filters, pivot tables, lookups, reporting)
Microsoft Outlook, Teams, SharePoint, PowerPoint, Word
Document management tools (e.g., Adobe Acrobat)
Ability to quickly learn internal systems and reporting tools