Facilities Coordinator job description

Job brief

We are looking for a highly organized Facilities Coordinator to join our operations team and take full ownership of our workplace environment. In this role, you will be responsible for the seamless functionality of our physical facilities, ensuring that our infrastructure supports the evolving needs of our workforce. You will work closely with cross-departmental leaders, external contractors, and safety regulators to implement sustainable building practices and improve operational efficiency. If you are a problem-solver who excels at managing multiple complex workstreams in a fast-evolving office landscape, we want to hear from you.

What is a Facilities Coordinator?

A Facilities Coordinator acts as the central nerve center for building operations, managing the physical infrastructure that enables productive work environments. By overseeing facility maintenance, security, and utility systems, a Facilities Coordinator ensures that everything from HVAC performance to office layout compliance adheres to rigorous safety standards. This role bridges the gap between high-level operational strategy and on-the-ground technical execution, utilizing platforms like CMMS or CAFM to track asset lifecycles and optimize resource expenditure.

What does a Facilities Coordinator do?

On a typical day, a Facilities Coordinator monitors BMS dashboards to track building system health, coordinates with vendors for scheduled repairs, and processes work orders via ticketing systems like Zendesk or Jira. They lead site inspections to verify compliance with OSHA or NFPA safety codes, manage space planning using CAD or room management software, and assist in budget tracking for multi-site operations. Furthermore, they serve as the primary point of contact for emergency maintenance incidents, liaising with building engineering teams, external contractors, and office staff to minimize workplace disruptions.

Key responsibilities

• Manage daily building operations, including proactive maintenance of HVAC, electrical, and plumbing systems to prevent equipment downtime.
• Utilize CMMS software to track and document preventive maintenance schedules, asset logs, and service history for critical facility infrastructure.
• Oversee vendor and contractor relationships, ensuring all external service agreements are executed according to budget, timeline, and quality expectations.
• Conduct recurring facility audits to ensure full compliance with local building codes, OSHA standards, and environmental health regulations.
• Execute space planning and office configuration changes, coordinating with IT and HR teams to prepare workstations for new hires.
• Lead the procurement of facility supplies and office equipment, negotiating with suppliers to optimize costs and maintain necessary inventory levels.
• Respond to facility emergencies and infrastructure failures, providing real-time triage and managing on-site repairs to ensure business continuity.
• Analyze monthly operational expenses and utility usage data, presenting insights to management to drive long-term energy efficiency initiatives.

Requirements and skills

• 3+ years of experience in facilities management, building operations, or property management within corporate or industrial settings.
• Deep technical familiarity with MEP (Mechanical, Electrical, and Plumbing) systems and building automation or energy management software.
• Proficiency in CAFM (Computer-Aided Facility Management) systems or similar IWMS platforms for asset management and work order tracking.
• Demonstrated knowledge of workplace safety requirements, including ADA accessibility compliance, fire safety, and OSHA safety standards.
• Professional certification such as the Facility Management Professional (FMP) or Sustainability Facility Professional (SFP) via IFMA.
• Ability to read and interpret architectural or technical blueprints, floor plans, and MEP documentation for facility improvement projects.
• Advanced troubleshooting skills regarding office infrastructure and the ability to manage competing project priorities under tight deadlines.
• Strong vendor management capabilities, including the ability to draft RFPs, manage service level agreements, and audit external contractor billing.

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