Facilities Coordinator (Contract)

Preferred Qualifications

• Experience handling high-volume phone calls, including maintenance or service-related inquiries
• Strong customer service and interpersonal communication skills
• Professional and courteous communication style
• Proficiency with Microsoft Office applications, especially Excel
• Experience using a Computerized Maintenance Management System (CMMS) is a plus

Position Overview

The Facilities Coordinator supports day-to-day facility operations by helping oversee maintenance activities, coordinating vendor services, and ensuring operational tasks are completed accurately and on schedule. This position works closely with internal stakeholders, property management teams, landlords, and service providers to maintain a safe, efficient, and well-functioning workplace environment.

Key Responsibilities

• Provide guidance and coordination for a small team of maintenance and facilities personnel
• Build and maintain effective relationships with internal clients, landlords, property managers, and third-party vendors
• Assist with the oversight of on-site contractors to ensure services meet quality and performance expectations
• Support vendor selection, onboarding, and service procurement activities
• Help manage financial and administrative processes related to facilities operations
• Create, track, and maintain purchase orders within the organization’s financial systems
• Assist with monthly accrual reporting and ongoing budget tracking
• Perform routine facility inspections, safety audits, and operational assessments
• Support compliance with safety standards, building procedures, and company policies
• Assist in implementing risk management initiatives and industry best practices
• Ensure facilities remain clean, organized, and fully operational
• Support disaster recovery, emergency response, and business continuity planning efforts
• Follow established procedures for incident reporting and issue escalation
• Contribute to regular reporting, special projects, and operational initiatives as needed
• Help achieve department performance goals, service levels, and key performance metrics

Required Skills & Competencies

• Ability to work independently while collaborating effectively with a team
• Strong organizational and multitasking skills
• Self-starter with a positive, proactive approach to problem-solving
• Excellent written and verbal communication abilities
• Adaptable and able to perform effectively in a fast-paced environment
• Strong attention to detail and follow-through

Education & Experience

• Bachelor’s degree in a related field preferred
• Proficient with Microsoft Word, Excel, and Outlook
• Previous experience in facilities coordination, office operations, property management, or a related environment is preferred