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About the Role
The Coordinator for Facilities and Operations provides core administrative, analytical, and process support to the Facilities and Operations leadership team. This role focuses on tracking departmental KPIs, scheduling routine inspections, managing compliance documentation, and maintaining data reporting tools, serving as a central project liaison to support operational initiatives, vendor scheduling, and budget tracking.
Responsibilities
- Provides desk-based operational and administrative support to ensure facility activities align with departmental goals and regulatory standards.
- Coordinates preventative maintenance scheduling and logs work orders within the computerized maintenance management system.
- Tracks and maintains schedules for required Department of Buildings (DOB) and municipal inspections, including elevators, fire alarms, sprinkler standpipes, emergency lighting, and fire extinguishers.
- Serves as administrative contact for utility accounts, assisting Accounts Payable with routine invoice tracking and data logging.
- Maintains central physical and digital archives for building records, permits, and municipal paperwork.
- Reviews operational procedures and assists leadership in drafting revised compliance documentation and risk-mitigation guidelines.
- Maintains operational dashboards and prepares regular KPI reports covering response times, budget tracking, and preventative maintenance compliance.
- Prepares Tableau reports, data summaries, and presentation decks for leadership, committee, and board meetings.
- Tracks project timelines, deliverables, and associated financial documentation for ongoing facility initiatives.
- Supports sustainability programs by tracking energy consumption data and reporting on carbon footprint reduction targets.
- Coordinates vendor access, schedules contractor site visits, and organizes incoming documentation for contract proposals and bid packages.
Requirements
- Bachelor of Arts or Bachelor of Science degree.
- Minimum 1–3 years of experience in business administration, operational support, or facility coordination.
- Proven track record in individual contributor roles focusing on administrative coordination and process management.
- Occasional local travel required.
- Standard office work; ability to lift up to 25 lbs.
Skills
- Strong analytical and data visualization skills
- Proficiency in Microsoft Excel and Tableau
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Excellent organizational skills
- Attention to detail
- Ability to manage multiple tracking systems simultaneously
- Strong written and verbal communication skills
- Ability to work independently to research operational data and compile summaries for management
Location
- Local
Work Type
- Onsite
Experience Level
- 1-3 years
Education Level
- Bachelor's Degree
Salary/Compensations
- USD $50,400.00/Yr. - USD $63,000.00/Yr.