Facilities Coordinator

Responsibilities

• Coordinate and oversee preventive maintenance programs for HVAC, electrical, plumbing, carpentry, mechanical systems, and specialized laboratory and critical systems to ensure uninterrupted operations and equipment functionality.
• Manage work order systems, tracking requests from initiation through completion while maintaining accurate documentation and communication with stakeholders.
• Support work order management for in‑house staff and vendors as necessary.
• Conduct regular facility inspections and routine walkthroughs to identify potential issues, document findings, and ensure corrective work orders are generated to maintain the high standards required in a laboratory environment.
• Serve as the primary liaison between building occupants, vendors, contractors, and the facilities management team to address service requests and resolve issues efficiently.
• Proactively develop and manage client relationships, ensuring expected service levels are achieved and customer satisfaction is exceeded.
• Monitor and maintain compliance with all health and safety, environmental, and risk management policies and procedures in conjunction with the area/site manager.
• Ensure compliance with regulations specific to life‑science facilities including chemical storage, waste management, and emergency response protocols.
• Follow established escalation procedures and incident reporting procedures.
• Support the facilities manager in implementing short‑ and long‑term projects for the client.
• Assist the manager in achieving or exceeding financial targets and key performance indicators.
• Comply with all requirements of the client contract and meet or exceed performance metrics.
• Support the annual budgeting and quarterly forecasting processes and prepare monthly spend reports (actual vs. budget, variance analysis).
• Manage purchase orders associated with supported locations and support receipt of monthly contracts at the beginning of each month.

Required Qualifications

• High school diploma or equivalent, with 3+ years of experience in facilities management, preferably within life‑science, healthcare, or laboratory environments.
• Strong understanding of building systems including HVAC, electrical, plumbing, and fire/life safety systems, with ability to communicate technical issues to non‑technical audiences.
• Demonstrated experience using computerized maintenance management systems (CMMS) and Microsoft Office Suite for work order management and reporting.
• Knowledge of OSHA regulations and environmental health and safety practices applicable to laboratory and research facilities.
• Excellent organizational and multitasking abilities with proven capacity to prioritize competing demands in a fast‑paced environment.
• Strong interpersonal and communication skills, with ability to build relationships across diverse teams and interact professionally with all levels of an organization.
• 3+ years of management experience along with budget allocation in a large industrial or commercial facility.

Preferred Qualifications

• Associate’s degree in Facilities Management, Engineering, or related field, or equivalent combination of education and experience.
• Experience working in GMP (Good Manufacturing Practice), GLP (Good Laboratory Practice), or other regulated life‑science environments.
• Familiarity with laboratory equipment, cleanroom operations, and specialized environmental controls required for sensitive research activities.
• Professional certifications such as Certified Facility Manager (CFM), Facilities Management Administrator (FMA), or equivalent credentials.
• Basic project management experience, including ability to coordinate small renovation or improvement projects from planning through execution.
• Bilingual capabilities to support diverse workforce populations.