Facilities Repair and Maintenance Specialist I

Inside the Role

The Facilities Coordinator plays a key role in supporting the daily operations of the Corporate Real Estate (CRE) department by managing a broad range of vendor services and ensuring high-quality facility standards across the organization. This position is responsible for coordinating and administering vendor contracts for janitorial services, maintenance, interior plants, landscaping, arborist services, first aid programs, holiday décor, storm water discharge compliance, and other specialty service providers.

Core responsibilities include tracking vendor invoices and budgets, generating purchase orders, and supporting the goods receipt process. The Facilities Coordinator maintains up-to-date scopes of work for all vendors, documents service quality, performs inspections, over sees facilities projects, and oversees corrective actions when necessary. This role works directly with vendors to enhance service efficiency, schedule work, and resolve operational issues.
As the primary point of contact for internal customers regarding assigned vendor services, the Facilities Coordinator ensures timely communication and issue resolution.

This person also oversees facilities projects including planned projects and unplanned projects for repair. This includes defining the project scope, devising a plan, working with GIP to select a contractor or vendor, and overseeing their work to completion.

The CRE department offers a fast paced, dynamic, and collaborative environment. We are a team that takes pride in serving our customers and maintaining the highest standards in presenting our facilities.

Posting Information

We provide a scheduled posting end date to assist our candidates with their application planning. While this date reflects our latest plans, it is subject to change, and postings may be extended or removed earlier than expected.

We Take Care of Our Team

What You Drive at DTNA

Vendor & Contract Management

• Manage day‑to‑day facilities operations, including building systems, maintenance workflows, safety practices, and timely work order resolution.
• Coordinate vendor contracts, invoices, budgets, and scope‑of‑work (SOW) documents for all facilities service providers, including janitorial, landscaping, building maintenance, window cleaning, snow removal, and specialized vendors.
• Conduct regular quality‑control inspections and document service performance; coordinate corrective actions as needed.
• Maintain vendor roster and NDA documentation.
• Ensure continuous updates to scopes of work for janitorial, landscaping, maintenance, snow services, and other vendor categories.
• Support and streamline vendor scheduling, communication, and operational efficiency.

Operational Support & Maintenance Coordination

• Create and manage work orders and preventive maintenance (PM) orders through iOffice to support continuous improvement.
• Assist department staff by responding to maintenance related phone calls and email requests.
• Update and maintain facilities databases and operational records.
• Manage small facilities repair projects.
• Deliver excellent customer service by diagnosing facility issues, providing practical solutions, and ensuring a smooth workplace experience for employees.

Departmental Administrative Support

• Support budgeting activities by tracking invoices, purchase orders, inventory, and compliance documentation with strong attention to detail.
• iOffice work order system owner.
• Maintain accurate documentation for purchasing, POs, and goods‑receipt processes.
• Support department staff with day‑to‑day tasks and workflows as needed.

Who You Are

• Thrive in ambiguity and shifting priorities, staying adaptable through ongoing organizational change.

• Learn new processes quickly and deliver accurate results under tight deadlines.
• Balance routine operations with project-based work, effectively multitasking across responsibilities.
• Collaborate well within teams while working independently with minimal supervision.
• Maintain professionalism, confidentiality, and strong customer service; proactively anticipate needs and suggest process improvements.

Knowledge You Should Bring  

• High School Diploma or GED and 1–2 years of experience in facilities, property management, or related field, is required.
• Experience managing small facility projects or office moves.
• Prior experience in facilities coordination, property management, operations support, or a related administrative role.
• Basic understanding of building maintenance (HVAC, electrical, plumbing) — general knowledge, not technician-leve