Facilities Operations Coordinator

Description

Join our dynamic team as a Facilities Operations Coordinator!
In this pivotal role, you’ll be the go-to liaison for building operations, vendor management, and reporting coordination. If you thrive in an organized, fast-paced environment and enjoy keeping things running smoothly behind the scenes, we want to hear from you.

Position Summary

This position is part of the facilities operations and maintenance department and is geared for a highly organized and detail-oriented individual with strong communication skills (written and verbal) with the ability to interface professionally with occupants, vendors, and internal leadership teams. The individual must be able to prioritize and manage multiple tasks in a fast-paced environment, be a proactive problem solver and self-starter, Team-oriented, yet able to work independently with minimal supervision.

Key Responsibilities

Facilities Operations & Support

• Serve as the primary contact for building occupants and vendors regarding facilities requests.
• Manage incoming work tickets: routing, monitoring completion timelines, and closing tasks.
• Respond to tenant complaints and follow up to ensure resolution.
• Assist in departmental quality control efforts and continuous improvement initiatives.

Reporting & Coordination

• Collaborate with the Chief Engineer to prepare monthly operations reports.
• Partner with Parking Department to manage event parking vouchers and generate weekly activity reports.
• Prepare reports, spreadsheets, presentations, and maintain facilities documentation.
• Coordinate personnel records (training, credentials), safety programs, and uniforms.
• Provide Energy Star Reporting and Lead Platinum Building Compliance

Finance & Vendor Management

• Process invoices in Yardi; ensure proper coding and approvals.
• Oversee service contract renewals, documentation, compliance, and pricing.
• Coordinate and schedule Preventative Maintenance tasks with vendors working around building activities and ensuring building occupants are aware of activities.
• Ensure all vendors coming onsite have all necessary training, safety compliance and certificates of insurance on file.

Procurement & Inventory

• Track equipment maintenance, managing parts/supplies procurement, and monitor inventories.
• Maintain up-to-date manuals and oversee training related to building equipment.
• Order supplies for department.

Requirements

Qualifications & Skills

• Bachelor’s degree in Facilities Management, Business Administration, or a related field (preferred).
• Facilities Management certification (e.g., FMP, CFM, or OSHA 10/30) a plus.
• 3–5 years of experience in facilities coordination, property management, or office operations support.
• Demonstrated experience with vendor management, invoice processing, and contract      administration.
• Experience creating and analyzing operations and activity reports.
• Strong proficiency in Microsoft Office Suite (Word, Excel) and the ability to learn new platforms quickly.
• Experience with Yardi (or similar property management/accounting systems) is preferred.
• Detail-oriented, organized, and self-driven with excellent multitasking abilities.
• Strong interpersonal communication skills and a proactive attitude toward problem-solving.

Ready to make your mark in facilities operations?
Apply today and help us keep our building running like a well-oiled machine. We're looking for someone who thrives on organization, problem-solving, and supporting a high-performing facilities team.