Facilities Coordinator

Weatherford, TX – management operations for the Weatherford College account, replacing the incumbent in this hands-on, on-site role.

About the role

Serves as the operational hub of the account, coordinating maintenance, custodial, and vendor teams while overseeing the administrative, financial, and compliance activities that keep the account audit-ready and client reporting on schedule. The Coordinator partners with the Facilities Manager, Accounting/Finance, and Weatherford College stakeholders to manage budgets, invoice coding, work orders, compliance records, and operational reporting in support of efficient, transparent account management.

Responsibilities

• Financial Reporting, Budgeting & Invoice Coding
  • Manage vendor invoicing in accordance with Lincoln accounting standards and the Weatherford College contract structure.
  • Review invoices for accuracy against purchase orders, contracts, and work order documentation before routing for approval and payment; research and resolve coding discrepancies and billing disputes.
  • Track monthly spend against the operating budget across maintenance, custodial, grounds, and utilities cost categories; flag variances and support the Facilities Manager in preparing variance explanations.
  • Maintain purchase order logs, expense trackers, and reimbursable-expense documentation to support monthly and annual account reporting.
  • Assist with annual budget preparation, forecasting inputs, and capital/repair project cost tracking.
  • Support month-end close activities, including accrual estimates, open PO reconciliation, and supporting documentation for Lincoln Accounting/Finance.
• Compliance & Recordkeeping
  • Maintain organized, audit-ready records of compliance certificates, inspection reports, safety data sheets (SDS), preventive maintenance (PPM) logs, and warranty documentation.
  • Support tracking of higher-education compliance obligations relevant to the account, including fire/life-safety records, emergency system testing logs, and safety audit action items.
  • Coordinate with the Facilities Manager on Texas public-institution procurement and reporting requirements applicable to vendor and contract documentation.
  • Maintain contract, vendor, and subcontractor files, including current insurance certificates, licenses, and scope-of-work documentation.
  • Support incident reporting, corrective-action tracking, and follow-up documentation for safety and compliance events.
• Work Order & CMMS Coordination
  • Serve as the primary point of contact for incoming work order requests from Weatherford College faculty, staff, and administration; log, assign, and track requests through the CMMS/work order system.
  • Monitor work order aging, response times, and completion rates; escalate overdue or high-priority items to the Facilities Manager.
  • Maintain the asset register, equipment inventory, and preventive maintenance schedules within the CMMS.
  • Generate CMMS-based KPI reports (work order volume, completion time, PPM compliance) to support account performance reviews and client reporting.
• Vendor & Subcontractor Administration
  • Coordinate scheduling, site access, and documentation for subcontractors performing maintenance, mechanical, life-safety, and specialty trade work.
  • Maintain subcontractor proposals, invoices, insurance certificates, and closeout documentation.
  • Support the RFQ/quote process for repair and small-project work, compiling bids for the Facilities Manager’s review.
• Administrative & Account Support
  • Provide administrative support to the Facilities Manager/Account Manager, including correspondence, scheduling, meeting preparation, and document management.
  • Lead/support campus inspections and regular site walks to ensure everything is in proper order.
  • Support onboarding and administrative processing for FM staff, including timekeeping support in partnership with HR during the custodial staff transition.
  • Maintain digital and physical filing systems for contracts, invoices, compliance records, and correspondence.
  • Assist with special event logistics coordination (setup requests, staffing needs, campus calendar conflicts) alongside the Custodial Supervisor and maintenance/grounds teams.
  • Support inventory tracking and purchasing coordination for facilities supplies and equipment, in partnership with the Custodial Supervisor.
• Other Duties
  • Build relationships with Weatherford College stakeholders, including Business Office, Purchasing, and Facilities contacts.
  • Support account mobilization, go-live, and stabilization activities.
  • Identify process improvement and innovation opportunities for reporting, invoice workflows, and CMMS utilization.
  • Perform other duties as assigned.

Requirements

• Must have a minimum high school education. Associates, B.A. or B.S. college degree preferred.
• 2–3 years of facility operations experience — facilities coordination, property management/administration, or a similar operations-support role. Relevant education or coursework in business, accounting, finance, or facilities management may substitute for a portion of the experience requirement.
• Demonstrated financial acumen: comfort with budgets, invoice coding, G/L account structures, purchase orders, and expense tracking.
• Strong proficiency with Microsoft Excel and Outlook; experience with accounting or ERP systems (e.g., Yardi, MRI, or similar) a plus.
• Experience with CMMS/work order management systems, or the ability to learn new software systems quickly.
• Excellent organizational skills and attention to detail; able to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills; able to interact professionally with clients, vendors, and Lincoln leadership.
• Self-starter who thrives in a dynamic, fast-paced, on-site environment and can work independently with sound judgment.
• Valid driver’s license; ability to pass a background check per college and company requirements.

Preferred Qualifications

• Experience in higher education, K-12, healthcare, or other public/institutional facilities environments.
• Experience supporting a facilities or property management contract transition/mobilization.
• Familiarity with Texas public-institution procurement practices (e.g., Texas Education Code purchasing thresholds and competitive procurement requirements).
• Working knowledge of OSHA, life-safety, and general facilities compliance requirements.

Work Environment & Physical Requirements

• Primarily office/administrative work with regular walkthroughs of academic, administrative, athletic, and residential campus buildings.
• Ability to walk a multi-building campus daily and climb stairs as needed.
• Ability to sit at a computer workstation for extended periods to manage reporting, invoicing, and CMMS tasks.
• Occasional lifting up to 25 lbs (files, supplies, equipment).

Schedule

This position is 100% in-office. The role requires working in office during standard business hours. Remote work or telecommuting is not an option for this position.

Benefits

• Medical, dental, and vision insurance
• Company-paid life insurance and long-term disability
• Accidental Death & Dismemberment (AD&D) coverage
• 401(k) retirement savings plan (Traditional and Roth options)
• Flexible Time Off (FTO) or vacation benefits, depending on position classification
• Paid sick leave and other legally required leave programs
• Employee assistance and wellness programs (where available)
• Company-paid holidays
• Additional voluntary benefit offerings that may vary by location and position