Facility Maintenance Coordinator

Williamsburg, Virginia – Hiring Range $18.20 – $23.68/Hourly. Actual pay is determined based on job‑related factors such as relevant experience, education, credentials, skills, internal equity, and business needs.

Overview:
Provides high‑level administrative support by conducting research, preparing reports, handling information requests, and performing administrative duties such as department timekeeping, preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Maintains financial or other records, sets up spreadsheets, verifies reports for accuracy and completeness, handles and assists with customer issues, works with and assists in managing vendors and contracts, takes inventory of equipment and supplies, answers questions on departmental services and functions, helps prepare invoices or budgetary requests, and manages special projects as assigned.

Serves as the point of contact for facility team members/customers and is liaison to external vendors for the department. Ensures facility‑specific work permits are in place (e.g., hot work, above‑ceiling work, etc.). Completes various duties including facility key control, department purchase order assistance and invoice processing, and assistance with facility services document maintenance.

Document maintenance activities include assistance with maintaining and updating department policies/procedures, maintaining regulatory compliance files such as medical‑waste manifests, fire prevention, Physical Environment/Safety Committee records, and meeting minutes. Assists with training and orientation related to Facilities Services.

Acts as system administrator for the Computerized Maintenance Management System (CMMS), controlling access and ensuring accurate entry and preservation of records of preventative and corrective maintenance work‑order requests. Performs purchasing functions for Plant Operations and maintains accurate inventory and financial tracking of supplies.

Supports and anticipates the administrative needs of the department. Orders and tracks consumables for the department. Has dependable knowledge of all service agreements and contracts required in the assigned department. Maintains the timekeeping process. Serves as backup presenter in facility orientation. Provides administrative and dispatch functions for CMMS. Produces productivity and asset statistical reports upon request.

Maintains the physical environment and life‑safety regulatory and performance documents in accordance with industry standards. Develops and maintains survey documents binders in support of the Director of Facility Operations. Helps maintain compliance with regulatory requirements (e.g., DNV, Physical Environment, Life Safety, State and Local requirements). Demonstrates positive interpersonal relations in dealing with contractors, subcontractors and vendors. Ensures these individuals comply with all rules and regulations (e.g., use of required PPE, barrier protection).

Assists with vendor credentialing system (e.g., Reptrax). Orients these individuals to facility‑specific applicable policies. Assists department leadership with annual contractor reviews and provides input as appropriate.

Education:

High School Diploma or GED (Required).

Experience:

General clerical office experience (Required).