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.
Key highlights
- 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.
- Conduct recurring facility audits to ensure full compliance with local building codes, OSHA standards, and environmental health regulations.
- Respond to facility emergencies and infrastructure failures, providing real-time triage and managing on-site repairs to ensure business continuity.
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.
FAQs
What does a Facilities Coordinator do?
A Facilities Coordinator is primarily responsible for the day-to-day functionality and safety of a building or office space. They manage the maintenance of MEP systems, oversee the performance of external vendors and contractors, and ensure that the physical workspace remains compliant with all relevant safety regulations and building codes.
What skills are needed to be a successful Facilities Coordinator?
Successful candidates require a mix of technical knowledge regarding building systems (HVAC, plumbing, and electrical) and administrative expertise. Key skills include proficiency in CAFM or CMMS software, project management, budget oversight, vendor contract negotiation, and a strong understanding of OSHA safety standards and emergency response protocols.
Who does a Facilities Coordinator work with?
A Facilities Coordinator acts as a key liaison, working with internal stakeholders like HR and IT to coordinate space planning and equipment setups. They also maintain close professional relationships with external building service vendors, property managers, landlords, and regulatory inspectors to keep the facility running at peak performance.
Why is a Facilities Coordinator important for an organization?
This role is vital for maintaining business continuity by preventing infrastructure failures and mitigating safety risks. By ensuring a comfortable, efficient, and compliant work environment, a Facilities Coordinator directly impacts employee productivity, reduces operational overhead through strategic asset maintenance, and protects the organization from liability.