Facilities Services Coordinator (Primarily Office)

As a Facilities Services Coordinator you will be responsible for supporting site daily services including maintenance and janitorial service vendor oversight. Monitors site for maintenance needs and oversees work completion, either through landlord or outside vendor relationships.

This position is Monday through Friday.

In this primarily office-based role, you will be expected to spend 100% of your time (5 days per week) working from one of the following office locations(s): Madison, WI 53783

Position Compensation Range:

$25.00 - $34.32

Pay Rate Type:

Hourly

Compensation may vary based on the job level and your geographic work location. Relocation support is offered for eligible candidates.

As a Facilities Services Coordinator you are responsible for the coordination, oversight, and execution of facility services to ensure a safe, functional, and efficient workplace. In this role you will combine hands-on maintenance work with vendor coordination and operational oversight. You will not only manages service delivery, vendors, and projects, but also performs maintenance and repairs as needed to support day-to-day operations.

Key Responsibilities

Hands-On Maintenance & Repairs

• Perform general building maintenance and repairs (minor electrical, plumbing, carpentry, HVAC, etc.)
• Respond to and resolve work orders directly when appropriate
• Troubleshoot facility issues and implement timely solutions
• Conduct routine inspections to identify maintenance needs
• Support urgent or high-priority repairs to minimize operational disruptions

Vendor & Contractor Management

• Coordinate and oversee third-party vendors, contractors, and landlord services
• Ensure work is completed on time, within scope, and meets quality standards
• Determine when work should be performed in-house vs. outsourced
• Maintain strong relationships with vendors and property management
• Monitor vendor performance and resolve service issues

Service Request & Operational Oversight

• Manage and track work orders, service requests, and maintenance activities
• Prioritize tasks based on urgency, complexity, and business needs
• Ensure timely completion through a mix of self-performed work and vendor support
• Maintain accurate records, documentation, and tracking systems

Facility Monitoring & Issue Resolution

• Proactively assess building conditions and identify potential issues
• Take ownership of issues from identification through resolution
• Coordinate solutions while performing repairs when practical or necessary
• Ensure the overall functionality and readiness of the workplace

Communication & Customer Service

• Serve as a primary point of contact for employees and stakeholders
• Provide clear communication and status updates on ongoing work
• Coordinate solutions across internal teams, vendors, and leadership
• Deliver a high level of customer service and responsiveness

Project Coordination

• Support small to mid-sized projects (moves, reconfigurations, upgrades)
• Coordinate vendors, materials, and timelines
• Participate in hands-on elements of projects as needed
• Track progress and ensure timely execution

Administrative & Systems Management

• Utilize tools such as Excel, Outlook, and work order systems
• Manage multiple requests and workflows simultaneously
• Maintain documentation, reporting, and operational records

Skills & Qualifications

• Strong technical knowledge of building systems and maintenance practices
• Ability to perform hands-on repairs across multiple trades
• Strong organizational and time management skills
• Excellent communication and customer service abilities
• Ability to prioritize, multitask, and make sound decisions
• Experience coordinating vendors and service providers preferred
• Proficiency in Microsoft Office and facility management systems

Success Measures

• Timely and effective completion of maintenance and service requests
• Quality of both self-performed work and vendor-delivered services
• Strong communication and stakeholder satisfaction
• Ability to balance hands-on work with coordination responsibilities
• Overall efficiency, safety, and condition of the facility

Scope & Impact

This role is accountable for end-to-end facility service delivery, combining:

• Execution (performing repairs and maintenance)
• Coordination (managing v