Facilities Coordinator

Job Title Facilities Coordinator

Job Description Summary The Facilities Coordinator provides administrative, operational, and customer service support to the Facilities Management team to ensure efficient daily operations and successful delivery of facility services. This position assists with coordinating maintenance activities, managing and tracking work orders, communicating with vendors and client stakeholders, and supporting facility-related projects and initiatives. The Facilities Coordinator is responsible for maintaining accurate records, monitoring outstanding requests, and ensuring timely follow-up and resolution of facility needs while supporting a safe, efficient, and professional workplace environment.

Job Description ESSENTIAL FUNCTIONS AND RESPONSIBILITIES Facility Operations and Work Order Management Support daily facility operations to ensure a safe, functional, and professional workplace environment.

Create, assign, monitor, and follow up on work orders within the designated facility management system.

Track open and completed work orders, identify outstanding issues, and coordinate with engineering staff, vendors, and contractors to ensure timely resolution.

Assist with facility inspections, preventive maintenance scheduling, and operational reporting.

Coordinate facility service requests and escalate urgent or unresolved issues to management as appropriate.

Purchase Orders, Procurement, and Financial Administration Create and process purchase orders (POs) in accordance with established company and client procurement policies and procedures.

Demonstrate an understanding of the purchase order lifecycle, including requisition creation, required approvals, PO issuance, tracking, invoice matching, and closure.

Track open purchase orders, monitor outstanding commitments, and assist with PO reconciliation and closeout activities.

Coordinate with vendors to obtain quotes, proposals, invoices, and required supporting documentation.

Review invoices against approved purchase orders and supporting documentation to identify discrepancies and assist with resolution.

Maintain accurate procurement records and assist with financial reporting, expense tracking, and budget-related administrative activities.

Communicate with internal stakeholders and vendors regarding purchasing status, invoice issues, and outstanding approvals.

Vendor Coordination and Client Services Coordinate vendor activities, service schedules, and facility maintenance requests.

Monitor vendor service delivery and follow up to ensure work is completed within established expectations.

Maintain professional communication with client representatives, employees, contractors, and internal team members.

Respond to facility inquiries and service requests in a timely and customer-focused manner.

Assist with coordinating campus projects, workplace services, special events, and operational initiatives.

Administrative Support and Reporting Maintain accurate records, spreadsheets, trackers, and facility documentation.

Prepare routine operational reports, including work order status, procurement activity, and outstanding action items.

Assist with monitoring key performance indicators and service level agreements.

Coordinate meetings, communicate project updates, and document follow-up actions.

Support the Facilities Management team with additional administrative and operational responsibilities as assigned.

KEY COMPETENCIES
1. Communication Proficiency (oral and written)2. Customer Focus
3. Initiative
4. Sense of Urgency
5. Multi-Tasking
6. Detail Oriented
7. Financial Knowledge
8. Time Management Skills
9. Team Orientation IMPORTANT EDUCATION
• High school diploma or a General Equivalency Diploma (GED) required
• Associates or Bachelors degree in…