A Facilities Coordinator manages the day-to-day operations of a company's physical workspace, ensuring a safe, functional, and efficient environment for employees and visitors. This role is critical to maintaining business continuity, supporting productivity, and optimizing facility-related costs.
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What is a Facilities Coordinator?
A Facilities Coordinator is a professional responsible for overseeing the operational aspects of a company's physical facilities, including offices, buildings, and equipment. They act as the primary point of contact for facility-related issues, coordinating maintenance, repairs, and services to ensure a safe and productive work environment. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously while adhering to budgets and compliance standards.
What does a Facilities Coordinator do?
A Facilities Coordinator performs a variety of tasks to maintain and improve workplace functionality. They schedule and supervise maintenance and repairs for HVAC, plumbing, electrical systems, and office equipment. They manage vendor relationships, negotiate service contracts, and ensure compliance with safety regulations. Additionally, they coordinate office moves, space planning, and inventory management of supplies. They also handle emergency response planning and address employee facility requests to promote a comfortable and efficient work environment.
Job Overview
The Facilities Coordinator plays a critical role in maintaining optimal building operations and ensuring a safe, functional work environment. This position serves as the primary point of contact for facility-related issues, coordinating maintenance, vendor management, and space planning activities to support daily business operations across our US locations.
Facilities Coordinator responsibilities include:
1. Coordinate and schedule routine maintenance, repairs, and inspections for building systems (HVAC, electrical, plumbing)
2. Manage vendor relationships and service contracts for janitorial, security, and maintenance services
3. Respond to and resolve facility service requests and emergencies within established SLAs
4. Maintain facility documentation, including floor plans, equipment inventories, and maintenance records
5. Coordinate office moves, reconfigurations, and space utilization projects
6. Monitor and maintain inventory of facility supplies and equipment
7. Implement and oversee workplace safety protocols and compliance with OSHA standards
8. Manage access control systems and security badge administration
9. Coordinate with building management and property owners for leased facilities
10. Process invoices and maintain facility budget tracking
1. 2+ years of facility coordination or office management experience
2. Proficiency in computerized maintenance management systems (CMMS)
3. Strong knowledge of building systems and maintenance protocols
4. Excellent organizational and multitasking abilities
5. Proven vendor management and negotiation skills
6. Basic understanding of OSHA regulations and safety compliance
7. Ability to handle emergency situations and after-hours calls
8. Valid driver's license and reliable transportation for multi-site visits
Preferred Qualifications
1. Facility Management Professional (FMP) or similar certification
2. Experience with facility management software (e.g., ServiceChannel, FMX)
3. Knowledge of sustainability practices and energy management
4. Experience managing facilities across multiple US locations
5. Background in corporate office environments exceeding 50,000 sq ft
6. Budget management and cost control experience
7. Project management experience for office renovation projects
8. Familiarity with ADA compliance requirements
Bonus Skills
1. Certified Facility Manager (CFM) credential
2. Experience implementing smart building technology systems
3. Bilingual skills (Spanish/English)
4. LEED Green Associate certification
5. Advanced proficiency in AutoCAD for space planning
6. Emergency response and business continuity planning experience
7. Knowledge of energy management systems and utility tracking
8. Experience with security system administration and surveillance protocols
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