Facilities Operations Coordinator

Position Summary

The Facilities Operation Coordinator provides administrative and operational support to the Facilities Department by maintaining the Computerized Maintenance Management System (CMMS), coordinating vendors, conducting routine facility inspections, and assisting with preventative maintenance and capital project documentation.

This position serves as a key link between facility operations, contractors, and department leadership to ensure accurate asset data, timely work order management, and regulatory compliance.

PRIMARY DUTIES AND RESPONSIBILITIES

• Enters, updates, and maintains asset information within the CMMS.
• Creates, assigns, monitors, and closes preventative and corrective maintenance work orders.
• Maintains accurate equipment records, locations, warranties, manuals, and maintenance histories.
• Generates monthly reports on work orders, preventive maintenance compliance, labor utilization, and key performance indicators (KPIs).
• Assists with asset enrollment and inventory verification.
• Serves as a key link between facility operations, contractors, and department leadership to ensure accurate asset data, timely work order management, and regulatory compliance.
• Performs routine inspections of buildings, grounds, parking areas, and mechanical spaces.
• Identifies maintenance deficiencies and enter work requests into the CMMS.
• Verifies completion and quality of corrective work.
• Documents inspection findings and submit corrective actions.
• Develops basic scopes of work for minor facilities maintenance projects and obtain vendor proposals as needed.
• Supports ongoing CMMS implementation and data quality initiatives.
• Meets vendors and contractors at multiple organizational locations.
• Provides building access and coordinate site logistics.
• Verifies contractor scope completion and document observations.
• Prepares spreadsheets, reports, presentations, and project documentation.
• Completes and tracks purchase orders.
• Aids in furniture moves and facility projects assigned.
• Responds to routine maintenance requests and customer service inquiries.
• Aids in the management of security camera and ID Badge systems.
• Manages day-to-day operation of vehicle fleet, ensuring preventive maintenance, inspections, oil changes are scheduled and completed.
• Takes assigned off-hour call schedule on a rotating basis and be able to work a flexible schedule including nights, weekends and holidays as needed.
• Travels to different company sites with company vehicles.
• Performs other duties as assigned.

POSITION QUALIFICATIONS

• Bachelor’s/associate’s degree preferred.
• Licensure/certification: Always maintain a valid driver’s license.
• Experience: 2+ years of administrative, facilities, maintenance, or project coordination experience preferred.
• Knowledge: Experience with CMMS (Brightly, TMA, Maximo, eMaint, FMX, or similar.) preferred.
• Skills: Computer proficiency in with Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Abilities: Must be physically able to perform all duties required. Must be able to lift a weight of 50 lbs. Must be able to utilize the company's financial processing systems (e.g. purchase order inputs, invoice processing, review and approval). Maintain and reconcile monthly purchasing expenses by use of Company expense report. Strong customer service orientation is a must. Ability to communicate respectfully via voice, phone, text, face-to-face and email is required.

PAY RANGE

The pay range above reflects the anticipated base pay range based on a full-time position. Actual compensation will be determined based on factors such as experience, skills, qualifications, and other job-related considerations. Employees may also be eligible for additional compensation, including incentive or commission-based programs, where applicable and subject to the terms of the relevant plan. In addition to base compensation, we offer a comprehensive benefits package including medical, dental, vision, retirement savings with employer contributions, paid time off (including volunteer time off!), pie day, and other employee benefits.

About the Role

This position is not eligible for immigration sponsorship. We are an equal opportunity/affirmative action employer. Martin's Point complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities.