Operations & Facilities Project Coordinator

Job Title:                  Operations & Facilities Project Coordinator
Reports to:               Chief Operating Officer
Classification:          Full Time, Exempt

Position Summary

Basic Home Infusion is a dynamic, growing healthcare organization committed to providing a safe, efficient, and welcoming environment for employees and visitors across its office locations nationwide.

The Operations & Facilities Project Coordinator plays a critical execution role supporting project delivery, facilities management, and office operations. This position serves as a primary point of coordination between internal teams, external vendors, landlords, and the COO to ensure operational initiatives are executed effectively and day‑to‑day office and facility needs are consistently met.

This is a hands‑on, detail‑oriented role ideal for a junior project manager or operations professional looking to expand into broader operational leadership within a regulated, multi‑site environment.

CORE RESPONSIBILITIES

• Serve as the primary point of contact between internal teams, external vendors, and the COO to facilitate clear, timely, and effective communication.
• Support operational and cross‑functional projects, including office openings, expansions, relocations, lease transitions, and process improvements.
• Maintain project plans, timelines, task lists, and status updates using designated project management tools.
• Track deliverables, risks, and dependencies; proactively escalate issues and delays.
• Coordinate meetings, agendas, action items, and follow‑ups to ensure execution and accountability.
• Prepare concise status reports and dashboards for leadership review.

Facilities & Office Operations Management

• Support day‑to‑day facility and office operations, including cleanliness, security, equipment functionality, and overall workplace readiness.
• Perform routine facility inspections to ensure health, safety, and operational standards are met.
• Manage workspace organization, seating arrangements, and allocation of shared resources.
• Act as the central point of contact for employees regarding office operations and facilities‑related needs. 

• Support onboarding and offboarding logistics, including workspace setup and equipment coordination.

Vendor & Contractor Coordination

• Schedule and oversee routine maintenance, repairs, and services with third‑party vendors (e.g., HVAC, cleaning, security, IT support).
• Manage vendor relationships and contracts, ensuring compliance with service‑level agreements.
• Act as the primary liaison for facility‑related vendors, coordinating schedules, access, and issue resolution.
• Maintain documentation related to vendor services, contracts, and renewals.

Safety, Compliance & Licensing Support

• Conduct regular inspections to ensure adherence to workplace safety standards, building codes, and regulatory requirements.
• Manage emergency preparedness protocols, including evacuation plans and emergency contacts.
• Ensure facility operations comply with local, state, and federal regulations.
• Monitor and manage the expiration and renewal of licenses for former Pharmacists‑in‑Charge (PIC) across all licensed states, in coordination with Compliance and leadership.

Inventory, Equipment & Supplies Management

• Monitor and maintain adequate inventory of office, facility, and operational supplies.
• Place orders as needed and manage budgets for facility‑related purchases.
• Oversee the distribution and tracking of nursing and clinical support equipment, including tablets, programmers, and sensors.
• Maintain accurate logs for equipment assignments, maintenance, and returns.

Space Planning, Leases & Workplace Optimization

• Support space planning initiatives, seating assignments, office layout changes, and employee moves.
• Identify opportunities to improve workspace efficiency, utilization, and employee experience.
• Support the management of new and existing leases across the country.
• Collaborate with landlords and leasing companies to coordinate improvements, changes, and timely execution of lease terms.

Reporting, Budgeting & Documentation

• Assist with facilities and office operations budgeting and expense tracking.
• Prepare reports related to maintenance activity, incidents, inspections, and operational costs.
• Maintain organized documentation for facilities, vendors, leases, compliance, and operational procedures.

QUALIFICATIONS

Education

• Bachelor’s degree in facilities management, business administration, operations, or a related field preferred.

Experience

• 2–3 years of experience in operations coordination, facilities management, office management, or a related role.

Skills & Competencies

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Knowledge of facilities management and workplace operations best practices.
• Familiarity with workplace safety regulations and compliance.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams).
• Proficiency in project management software such as Microsoft Planner and Sharepoint.
• Ability to manage multiple priorities in a fast‑paced, growth‑oriented environment.

Working Style & Attributes

• Detail‑oriented, proactive, and execution‑focused.
• Comfortable working cross‑functionally and interfacing with senior leadership.
• Professional, dependable, and service‑oriented.
• Able to balance administrative responsibilities with project‑based work.
• Trusted to handle confidential and regulated information.

Growth Path

This role is designed to scale into expanded responsibilities in project management, operations or facilities management as the organization continues to grow.