Facility Coordinator

About Optimum

Optimum is a leader in the fast‑paced world of connectivity, enabling progress and enhancing lives by providing reliable, high‑speed connectivity solutions. The company values resourcefulness, collaboration, and a passion for delivering consistent excellence, guided by the principles “Do What’s Right,” “Drive One Optimum,” and “Make It Happen.”

Job Summary

Responsible for coordinating the documentation, planning, tracking, and forecasting of all facility projects, repairs, preventive maintenance, and department budget expenditures. Performs analysis of facility expenses and a variety of financial bookkeeping, tracking, and reporting functions to support the Facilities Operations Department.

Responsibilities

• Assist Facility Regional Directors/Managers with various administrative duties to maintain facilities to defined standards.
• Prepare financial analyses for periodic budget/forecast updates and special reports as requested by the Facility Director.
• Organize and maintain files; complete operational and project‑oriented tasks efficiently while adhering to established guidelines.
• Create CMMS work order tickets for repairs and route them to the appropriate facility personnel.
• Track work orders from inception to completion and administratively close them.
• Utilize Microsoft Office to produce high‑quality reports, presentations, and other documents.
• Participate in more complex projects and perform other duties as assigned by Regional Facility Directors/Managers.
• Create purchase requisitions and receive related invoices in the facility financial system.
• Acquire and track validity/expiration dates of insurance certificates, building permits, certificates of capital improvements, certificates of occupancy, lien waivers, affidavits of payment to subcontractors, and other required documents.
• Maintain complete records of new and expired contacts and insurance certificates for all corporate facilities vendors.
• Administer tax‑exempt certificates, bid documents, vendor qualification requests, and new vendor information.
• Assist the Regional Facility Manager with on‑call (standby) and PTO schedules for facility staff.
• Assist the Regional Facility Manager with daily review of facility requests and assign work to mechanics to prioritize and maximize time management.
• Provide vendor background and other checks for security requirements.

Qualifications

• 3–5+ years facility coordinator experience.
• High school diploma or GED required; administrative assistant education or certification a plus.
• Proficient with Microsoft Word, Excel, and PowerPoint.
• Experience directing vendors and contractors.
• Professional attitude and presentation.
• Knowledge of CMMS systems for work order management.