Facilities Coordinator Job Description

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Facilities Coordinator Job Description

Job descriptions
Real Estate and Property

Job summary 1

The Facilities Coordinator is an extremely well-organized, flexible, self-motivated individual who enjoys the opportunities of supporting our Fulfillment Center. You must have the ability to multi-task and interact well with staff at all levels while remaining positive, flexible, proactive, resourceful, and efficient with a high level of professionalism. Excellent written and verbal communication skills, the ability to work independently with little to no supervision, strong decision-making abilities, and attention to detail are critically important. We are looking for someone who has a friendly disposition and a can-do attitude with a passion for the outdoors.

Duties & Responsibilities 1

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Requirements & Skills 1

1-2 years minimum office management/administrative experience
Adept in MS Office Suite
Excellent written and verbal skills; ability to multitask and balance competing priorities
Flexible, well-organized, self-motivated, resourceful, efficient, professional, decisive
- Ability to interact well with staff at all levels
- Ability to work independently with little to no supervision
- Ability to perform general clerical tasks, while maintaining the accuracy of the information, confidentiality, and attention to detail

Job summary 2

The Facilities Coordinator delivers skill and commitment and applies proficiency in time management and effectiveness in prioritizing multiple tasks that help to provide excellent service.

Duties & Responsibilities 2

Provide Administrative and Business support to the Facilities Director.
Process vendor invoices, and purchase card statements; the maintenance of all information, files, records, service requests, quotes, proposals, and other documents about site locations, vendors, service providers, and landlords, including but not limited to Certificate of Insurance (COI), and preparation of contract documents.
Conduct and coordinate service activities directly impacting the daily functions and process flows governing the maintenance, condition, and operation of the physical office space and employee experience.
Create, assemble, and upload support documents (service requests, quotes, and proposals), properly code and allocate the cost, submit for approval, monitor, and provide status updates when the transaction is complete
Work with Finance to resolve payment issues
Ensure that Vendors and Service Providers are active in the invoice processing system.
- Identify invoice issues and work with vendors to resolve them.
- Collect, assemble, and upload support documents (Service Requests, quotes, proposals, and receipts) to the Purchase Card and Expense Account System, edit/modify/correct, as needed, code and allocate the cost, submit for approval, monitor and provide status updates
- Work closely with the Facilities Manager to schedule and coordinate planned routine periodic preventive maintenance with vendors and service providers and coordinate same for unplanned services and repairs

Requirements & Skills 2

Strong analytical skills and attention to detail
Quickly understand and demonstrate knowledge of departmental policies, practices, and procedures.
Display a genuine interest in the success and well-being of all employees and department teams.
The ability to interact and work with personnel and all levels of management with good judgment in a team environment, strong communication skills, both written and oral, diplomacy, a sense of priority, and an even temperament.
A commitment to developing and building strong collaborative and productive relationships with all department and service delivery teams.
- Effectively prioritize, multi-task duties and responsibilities, be accountable for the delivery of high-quality work within deadlines, demonstrate excellent time management, and organization skills, and maintain an effective facilities presence with a positive can-do attitude,
- Ability to read floor plans.
- Possess and demonstrates a working knowledge and utilization of Microsoft Outlook email and the ability to create and maintain Excel spreadsheets.

Job summary 3

The Facilities Coordinator assists the facility management team to ensure successful service delivery of the client facility needs. Directly supports the facility management team with ongoing facility and team-related responsibilities.

Duties & Responsibilities 3

Requirements & Skills 3

Job summary 4

Under the direct supervision of the Director of Facilities Operations and Administration, the Facilities Coordinator is responsible for various administrative functions that support the department's management team. Responsibilities of this role include but are not limited to administrative work, people management, building operations support, and fleet management.

Duties & Responsibilities 4

Requirements & Skills 4

Job summary 5

The Facilities Coordinator assists in the daily operations management and administration of a small to medium-sized facility. Responsible for facility operations and asset security in compliance with university and facility policies and procedures.

Duties & Responsibilities 5

Requirements & Skills 5

Associates Degree or equivalent 60 hours of College Credit.
Two (2) years of experience in building management or work experience related to the operation of the assigned facility and six (6) months of supervisory experience
One (1) year of experience in building management or work experience related to the operation of the assigned facility with a bachelor's Degree and six (6) months of supervisory experience.

Job summary 6

We have a career opportunity for a Facilities Coordinator who can provide a Memorable Experience for our Guests by providing a safe and pleasing physical environment.

Duties & Responsibilities 6

Route Facilities questions and issues to the proper sources and triage urgency
Process all Facilities invoices for payment
Send out blueprints for reproduction as necessary
- Manage National accounts such as Security, Ecolab, Trash, and Recycling
- Assist Restaurants with the purchasing of small parts and accessories
- Act as liaison for landlords

Requirements & Skills 6

Ability to handle multiple tasks
Excellent written and verbal communication and organizational skills
Requires accuracy, attention to detail, and the ability to prioritize
- Proficient in the use of Microsoft Word, Excel, and Outlook required
- Expert Level with Service Channel
- Knowledge of accounting systems desired

Job summary 7

The purpose of the Facilities Coordinator position is to assist the facility management team to ensure the successful competition of client facility needs.

Duties & Responsibilities 7

Responds to client inquiries and concerns. Ensures timely and quality service delivery to clients. Follows up with clients to ensure customer satisfaction.
Creates work orders and assigns work orders to multiple technicians, subcontractors, and vendors. Communicates work orders to technicians and assists management in resolving problems.
Provides reports on open and closed work orders and checks status with the appropriate technician or vendor.
Maintains files on work orders, proposals, and department files.
Creates vendor files and checks accuracy on completed paperwork submitted
by vendors.
- Trains vendors on work orders and billing procedures. Processes invoices and ensures proper cost center coding.
- Assists with the inspections on the facility campus.
- Uses pc and/or PDA for work order system, email, ESS, and training.

Requirements & Skills 7

Job summary 8

The Facilities Coordinator's role is to provide a variety of facility support functions and duties including overall maintenance of the facility by collaborating closely with the appropriate manager on the coordination and management of maintenance, repairs, and other projects, physical inspections of the facilities and premises, employee work requests, helping with occupant moves, general equipment and furniture moves, event support, security system and badging, and other day-to-day activities. This is an in-office role. This position will interact daily with internal stakeholders, executives, and administrative, and external contractors concerning matters of facilities and security-related requests. It will support a variety of facilities functions and duties.

Duties & Responsibilities 8

Requirements & Skills 8

Job summary 9

The Facilities Coordinator will provide outstanding service in the oversight/management of a Customer Care Center. This position is responsible for the day-to-day facilities and monitoring of all facility needs.

Duties & Responsibilities 9

Requirements & Skills 9

High school degree or equivalent.
1-3 years experience in the healthcare/health insurance industry desired.
Previous experience in facilities coordination preferred.
Patient-Focused: You start with the patient and work backward. You invest the time and energy to understand the patients’ objectives, then tie all your activities directly to the achievement of those objectives.
Action-Oriented: You thrive as a self-starter who proactively senses and responds to problems and opportunities and requires minimal supervision.
Collaborative: You love teamwork. Your colleagues love having you on the team. You work well across functions and groups.
- An Effective Communicator: You write and speak, concisely, and with a spirit of partnership. You actively inform and inspire with your messaging. You speak plainly and are transparent with your business colleagues.
- Energetic & Passionate: Your passion and energy for health and well-being are deeply founded in your desire to help others and to be a positive role model.
- Relationship Builder: You excel in getting people involved and building a network of contacts that allows you to multiply your influence on the organization.

Job summary 10

We are looking for a Facilities Coordinator.

Duties & Responsibilities 10

Managing building and equipment maintenance schedules.
Managing equipment and supply needs, including furniture, telecommunications, kitchen appliances, office equipment and supplies, and climate control.
Liaising with vendors and suppliers on behalf of senior managers.
Reporting to the Facilities Manager regularly.
Supervising cleaning crews and maintenance workers.
- Documenting processes and keeping maintenance records.
- Monitoring maintenance budget spending.
- Other duties and responsibilities may be assigned.

Requirements & Skills 10

Bachelor or associate degree in project management, or equivalent job experience.
A completed course in facilities management will be advantageous.
A minimum of 2 years of experience in facility coordination or project management.
Proficiency in office software, such as Microsoft Word, Excel, and Outlook Express.
- Excellent organizational and communication skills.
- OSHA 10.
- Drivers license.

Frequently asked questions

What are 10 things facilities coordinators do?

Facilities coordinators are responsible for ensuring that an organization's facilities operate efficiently and effectively. Some of the typical responsibilities of a facilities coordinator include:

Managing maintenance schedules: The facilities coordinator is responsible for scheduling routine maintenance for equipment and facilities, ensuring that everything is kept in good working order.

Coordinating repairs: When something breaks down or needs repair, the facilities coordinator is responsible for organizing repairs and ensuring that work is completed on time and within budget.

Conducting safety inspections: The facilities coordinator is responsible for conducting safety inspections, identifying potential hazards, and taking action to mitigate risks.

Managing inventory: The facilities coordinator is responsible for managing inventory levels of supplies and equipment, and ordering replacements as needed.

Managing budgets: The facilities coordinator is responsible for managing the facilities budget, tracking expenses, and ensuring that expenditures remain within budget limits.

Coordinating moves: When employees or departments need to move, the facilities coordinator is responsible for coordinating the move, including managing the logistics of packing, transporting, and unpacking.

Overseeing building security: The facilities coordinator is responsible for ensuring that the building is secure, managing security systems, and monitoring access control.

Managing vendors: The facilities coordinator is responsible for managing relationships with vendors, negotiating contracts, and ensuring that vendors deliver services as agreed.

Responding to emergencies: The facilities coordinator is responsible for responding to emergencies, such as power outages, floods, or other disasters, and taking appropriate action to protect employees and facilities.

Coordinating special events: The facilities coordinator is responsible for coordinating special events, such as company meetings, conferences, and celebrations, ensuring that everything runs smoothly.

Overall, facilities coordinators are responsible for ensuring that an organization's facilities are well-maintained, safe, and operating efficiently, supporting the organization's goals and objectives.

What are facilities coordinator skills?

Facilities coordinators need a combination of technical and soft skills to effectively manage facilities and support an organization's operations. Some of the key skills required for facilities coordinators include:

Technical knowledge: Facilities coordinators need a thorough understanding of building systems, equipment, and facilities management software.

Problem-solving skills: Facilities coordinators need to be able to identify problems, develop solutions, and take appropriate action to resolve issues.

Attention to detail: Facilities coordinators need to be meticulous and detail-oriented to ensure that facilities are maintained to the highest standards.

Communication skills: Facilities coordinators need excellent communication skills to liaise with vendors, contractors, and employees and to provide clear instructions and guidance.

Organizational skills: Facilities coordinators need strong organizational skills to manage multiple tasks and priorities effectively, ensuring that deadlines are met and resources are utilized efficiently.

Leadership skills: Facilities coordinators need to be able to manage teams effectively, motivating and guiding team members to achieve shared goals.

Financial management: Facilities coordinators need to be able to manage budgets, track expenses, and make informed decisions about resource allocation.

Time management: Facilities coordinators need to be able to manage their time effectively, prioritizing tasks and ensuring that deadlines are met.

Customer service: Facilities coordinators need to provide excellent customer service to internal and external stakeholders, responding to queries and concerns in a timely and professional manner.

Adaptability: Facilities coordinators need to be able to adapt to changing circumstances, such as emergencies or unexpected events, and take appropriate action to mitigate risks and ensure the continuity of operations.

Overall, facilities coordinators need a wide range of skills to manage facilities effectively, ensuring that they are maintained to the highest standards and supporting an organization's operations.

Olivia Powell
Recruiting expert

Last updated Sep 23

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Facilities Coordinator Job Description

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Frequently asked questions

What are 10 things facilities coordinators do?

What are facilities coordinator skills?

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