Facilities Coordinator / Facilities Administrative Assistant

Position Summary

The Facilities Coordinator is responsible for providing administrative and operational support to the Facilities department. This role manages service requests, coordinates facility-related services, maintains departmental records, processes purchase requests, and supports vendor and contractor activities. The ideal candidate will possess strong organizational skills, attention to detail, and the ability to effectively communicate with employees, customers, contractors, and vendors.

Key Responsibilities

Facilities Service Coordination

• Receive, review, and route Facilities Service Requests to the appropriate personnel.
• Serve as the primary point of contact for facility and equipment repair requests.
• Coordinate and schedule various site services to support facility operations.
• Ensure timely follow-up and resolution of service requests.

Administrative & Record Management

• Perform administrative and secretarial support functions for the Facilities department.
• Maintain departmental records, expenditures, and related documentation.
• Manage and organize facility-related files and records.
• Maintain accurate key control records and oversee the collection and issuance of facility keys.

Purchasing & Invoice Processing

• Review, record, and process purchase requests for the Facilities department.
• Maintain files of approved purchase orders, including service contracts for onsite third-party vendors.
• Review invoices and contractor timecards for accuracy and completeness.
• Assist with tracking expenditures and supporting budget-related activities.

Vendor & Contractor Coordination

• Coordinate with internal departments, vendors, contractors, and service providers to ensure services are completed and materials are received as required.
• Monitor vendor performance and facilitate communication regarding service needs.
• Support onsite third-party service providers and maintain associated documentation.

Communication & Customer Service

• Maintain positive, professional, and cooperative relationships with employees, customers, contractors, and vendors.
• Provide timely communication regarding facility requests, service schedules, and project updates.
• Collaborate across departments to ensure facility-related needs are met efficiently.

Required Qualifications

• High School Diploma or GED required.
• Previous administrative, facilities coordination, office support, or related experience preferred.
• Strong organizational, recordkeeping, and multitasking skills.
• Experience processing purchase orders, invoices, or departmental expenditures preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Strong written and verbal communication skills.
• Ability to maintain confidential records and information.
• Excellent customer service and interpersonal skills.

Preferred Skills

• Facilities, maintenance, property management, or operations support experience.
• Purchase order and invoice processing experience.
• Vendor and contractor coordination experience.
• Key control and records management experience.
• Service request or work order management experience.
• Data entry and document management skills.

Key Competencies

• Facilities Coordination
• Administrative Support
• Purchase Order Processing
• Invoice Review & Tracking
• Vendor Management
• Records Management
• Service Request Coordination
• Customer Service
• Organizational Skills
• Attention to Detail
• Communication & Collaboration
• Time Management
• Problem Solving
• Microsoft Office Suite (Excel, Word, Outlook)