Facility Coordinator - Commercial Real Estate

Essential Duties & Responsibilities

• Manages CMMS workflows, including work order creation, tracking, and optimization to streamline maintenance and operations processes.
• Supports facility improvements by identifying efficiencies and implementing procedural enhancements for routine tasks.
• Handles vendor management, including performance monitoring, contract compliance, invoice processing, and relationship coordination to ensure high-quality service delivery.
• Maintains project documentation, tracks accruals, and manages financial reporting for operational initiatives.
• Oversees floor plans, drawings, and asset documentation, ensuring accuracy and accessibility.
• Covers calendars for maintenance, inspections, vendor visits, and team activities, facilitating smooth operational flow and timely execution.
• Contributes to overall facility improvement by developing and refining standard operating procedures (SOPs), conducting audits, and recommending best practices for routine work and efficiency gains.
• Provides administrative support, including reporting, communication with stakeholders, and assistance in preventive maintenance planning to uphold facility standards.

Qualifications

• Minimum Requirements: Bachelor’s degree in Business, Construction Management, Engineering, or a related field required. Entry-level position ideal for recent graduates (0-2 years of experience); relevant internships, co-ops, or coursework in facilities or operations management preferred.
• Familiarity with CMMS systems, vendor coordination, and project documentation a plus.
• Strong organizational skills with the ability to manage multiple priorities.
• Basic knowledge of budgeting, accruals, and financial tracking.
• Proficiency in reading and updating floor plans, drawings, and schematics.
• Clear written and verbal communication.
• Proficiency with computers, including CMMS tools, Microsoft Office, SharePoint, Smartsheet, and calendar/scheduling software.
• Ability to support facility improvements and procedural enhancements under guidance.
• Basic understanding of general maintenance and facility operations.
• Strong interpersonal and customer service skills.
• High work ethic with a skill set to achieve at a high level, including adaptability, quick learning, and reliability in attendance and performance.