Facilities Coordinator

Job Responsibilities

• Perform property inspections and coordinate any necessary follow-up, including pre-occupancy, move-out, turnover, and final inspections.
• Cover routine property walks to identify maintenance needs, capital improvements, and opportunities to enhance overall appearance, safety, and functionality.
• Review vendor and contract compliance across assigned properties, including services such as grounds, janitorial, life safety systems, elevators, HVAC, and other building systems.
• Coordinate vendor access and support inspections, testing, and preventative maintenance activities, including regulatory and compliance-related inspections.
• Manage and maintain compliance documentation, inspection reports, permits, and certifications to ensure properties meet regulatory, safety, and organizational standards.
• Complete data entry, create and manage work orders, and perform research related to assigned maintenance projects and facilities initiatives.
• Support broader facilities and maintenance operations by assisting with special projects, on-site needs, and operational support for property management, facilities, and maintenance teams as required.
• Bi-annual nighttime property inspections to ensure exterior light functionality (outside normal business hours)

Essential Job Requirements

• Attendance is an imperative job function. Self-motivation and the ability to work independently are all essential.
• Will be required to work additional weekend hours during the summer “turnover” months as deemed necessary. The last 5/6 days of the month during the “turnover” season are considered “black out days.” Vacation/time off will be approved on a limited basis
• Some early morning/late nights will be required for inspections
• Strong organizational skills are essential.

Additional Requirements

• Valid driver's license, reliable transportation and vehicle insurance, are required.
• Proficiency in the Microsoft Office Suite (Outlook, Word, and Excel) is required for communication, reporting, and recordkeeping.
• Must be comfortable using app-based technology; we utilize a CRM system to manage work orders, track inspections, and document facilities activity. Training will be provided; the ability to learn and adapt to new platforms quickly is essential.
• Must be able to learn new software applications quickly as technology tools evolve and are introduced.
• Must pass criminal background check.

Physical Requirements

• This position is primarily field-based and requires a high level of physical activity.
• Walking: 75–100% of work time is spent walking properties, conducting inspections, and performing site visits across the residential portfolio.
• Stair Climbing: Must be able to regularly climb stairs to access all areas of assigned properties, including multi-story buildings without elevator access.
• Desk/Computer Work: Position requires periods of sedentary desk and computer work for documentation, data entry, work order management, and administrative tasks.
• The position may also require standing, bending, and occasional lifting as needed during property inspections and site visits.

Benefits

• Medical, vision, dental insurance plan;
• 401K match;
• Three weeks paid vacation to start and can earn up to five weeks;
• Paid sick leave;
• Paternity and maternity leave;
• Twelve paid holidays and a paid day off on your birthday.
• Discretionary Bonuses