Facilities Coordinator

About the role

Provide administrative and operational support to the Facilities Manager and departmental team. Maintain departmental records, permits, contracts, engineering documentation, compliance records, policies, procedures, and controlled documents. Develop, maintain, and revise facility CAD drawings, building layouts, utility drawings, office floor plans, and space utilization records. Maintain and update facility master plans, occupancy records, space allocation drawings, utility maps, and site documentation to support operational and future business needs. Coordinate office moves, workstation installations, conference room configurations, and workplace layout changes. Support workplace ergonomics initiatives and maintain workstation standards throughout the facility. Utilize SAP to create, maintain, track, and report facility-related records, purchase requisitions, purchase orders, asset information, and departmental expenditures. Generate, analyze, and maintain SAP reports, dashboards, asset data, purchasing records, and departmental performance metrics to support operational decision-making. Compile, maintain, and administer service agreements, contracts, and documentation for facility service providers and contractors. Monitor contractor documentation and maintain records related to contractor compliance, safety requirements, and service agreements. Coordinate contractor onboarding activities, including access requirements, safety documentation, site orientation requirements, and administrative support for contractor activities. Assist in preparing project scopes, budget estimates, schedules, and supporting documentation for facility and infrastructure improvement projects. Support facility construction, renovation, and infrastructure projects through administrative coordination of contractors, suppliers, engineers, and internal stakeholders. Act as an administrative liaison between facilities personnel, engineering teams, contractors, architects, surveyors, consultants, and external service providers. Coordinate project meetings, prepare meeting minutes, track action items, and communicate project updates to management and stakeholders. Prepare departmental KPI reports, budget tracking reports, project status updates, presentations, and other management reporting requirements. Keep management informed of project progress, developing issues, contractor activities, and pending facility concerns. Assist with monitoring facility service contracts, building systems inspections, utility records, and third-party service provider performance. Support site security administration through visitor management records, contractor logs, badge administration, key control programs, and security documentation. Partner with Human Resources and Security personnel to maintain employee access control records, identification badge systems, and security-related administrative processes. Support regulatory compliance, environmental, life safety, fire protection, emergency response, and security programs through documentation management, audit preparation, record retention, and administrative coordination. Promote a culture of safety, integrity, compliance, and continuous improvement while supporting special projects and other duties as assigned.

Responsibilities

• Maintain departmental records, permits, contracts, engineering documentation, compliance records, policies, procedures, and controlled documents.
• Develop, maintain, and revise facility CAD drawings, building layouts, utility drawings, office floor plans, and space utilization records.
• Maintain and update facility master plans, occupancy records, space allocation drawings, utility maps, and site documentation to support operational and future business needs.
• Care for office moves, workstation installations, conference room configurations, and workplace layout changes.
• Support workplace ergonomics initiatives and maintain workstation standards throughout the facility.
• Utilize SAP to create, maintain, track, and report facility-related records, purchase requisitions, purchase orders, asset information, and departmental expenditures.
• Generate, analyze, and maintain SAP reports, dashboards, asset data, purchasing records, and departmental performance metrics to support operational decision-making.
• Compile, maintain, and administer service agreements, contracts, and documentation for facility service providers and contractors.
• Monitor contractor documentation and maintain records related to contractor compliance, safety requirements, and service agreements.
• Coordinate contractor onboarding activities, including access requirements, safety documentation, site orientation requirements, and administrative support for contractor activities.
• Aid in preparing project scopes, budget estimates, schedules, and supporting documentation for facility and infrastructure improvement projects.
• Support facility construction, renovation, and infrastructure projects through administrative coordination of contractors, suppliers, engineers, and internal stakeholders.
• Act as an administrative liaison between facilities personnel, engineering teams, contractors, architects, surveyors, consultants, and external service providers.
• Care for project meetings, prepare meeting minutes, track action items, and communicate project updates to management and stakeholders.
• Prepare departmental KPI reports, budget tracking reports, project status updates, presentations, and other management reporting requirements.
• Keep management informed of project progress, developing issues, contractor activities, and pending facility concerns.
• Aid with monitoring facility service contracts, building systems inspections, utility records, and third-party service provider performance.
• Support site security administration through visitor management records, contractor logs, badge administration, key control programs, and security documentation.
• Partner with Human Resources and Security personnel to maintain employee access control records, identification badge systems, and security-related administrative processes.
• Support regulatory compliance, environmental, life safety, fire protection, emergency response, and security programs through documentation management, audit preparation, record retention, and administrative coordination.
• Promote a culture of safety, integrity, compliance, and continuous improvement while supporting special projects and other duties as assigned.

Requirements

• Bachelor degree or associate degree, and 2 years of experience in facility management; or 4 years equivalent experience in Facilities Management, Engineering Technology, Industrial Technology, Architecture, Drafting, or a related field.
• Proficiency with SAP required.
• Proficiency with AutoCAD or similar CAD software required.
• Strong analytical ability where problems are complex.
• Strong organizational planning and follow-up skills.
• Strong ability to manage multiple priorities while maintaining a high level of accuracy, professionalism, and attention to detail.
• Good interpersonal skills and the ability to work effectively with others.
• Good oral, written and presentation communication skills.
• Good ability to interpret blueprints and drawings.
• Proficient with PC and MS Office Suite.
• Knowledge in Graphic Communication & Signage.
• Knowledge of Contract System.
• Furniture Design Experience.
• Experience working within a manufacturing, industrial, engineering, or technical environment.

Preferred Requirements

• Knowledge of Contract System.
• Furniture Design Experience.
• Experience working within a manufacturing, industrial, engineering, or technical environment.

Benefits

• Total Rewards Package
• Health, Dental, Vision Insurance
• Flexible Spending Account
• Health Savings Account
• 401(k) Retirement Savings Plan with Company Match
• Employee Assistance Program
• Paid Time Off
• Certain Paid Holidays
• Paid Parental and Family Care Leave
• Tuition Reimbursement
• Long-Term Incentive Plan