Facilities Coordinator

MalaceHR is seeking a highly organized and customer-focused Facilities Coordinator to support the day-to-day operations of a multi-building commercial portfolio. This position serves as the central point of coordination for facility maintenance activities across five buildings , while being based out of a single office location.

The Facilities Coordinator will oversee work order management, coordinate vendors and contractors, assign maintenance tickets, prepare reports, and ensure all facility operations are completed efficiently and in accordance with client expectations. This role requires exceptional communication, organization, and multitasking abilities while working closely with facility staff, vendors, and client stakeholders.

Schedule

• Monday – Friday
• Standard business hours

Interview Process

• First Round: Virtual Interview
• Second Round: In-Person Interview

Key Responsibilities

• Coordinate daily facilities operations across a portfolio of five commercial buildings.
• Assign, monitor, and prioritize maintenance work orders through the CMMS system.
• Provide day-to-day support and coordination for a small team of multi-skilled maintenance technicians.
• Develop and maintain strong working relationships with clients, landlords, property managers, vendors, and contractors.
• Coordinate and monitor third-party contractors to ensure work is completed safely, efficiently, and to required standards.
• Assist with vendor procurement and service scheduling.
• Submit operational reports and maintain accurate facility documentation.
• Generate purchase orders and ensure invoices and financial documentation are processed accurately.
• Assist with monthly financial tracking, accrual reporting, and budget monitoring.
• Perform routine site inspections, facility assessments, and safety audits.
• Support compliance with building procedures, safety policies, and risk management initiatives.
• Assist with emergency preparedness, business continuity, and disaster recovery planning.
• Follow established escalation and incident reporting procedures.
• Track Key Performance Indicators (KPIs) and Service Level Agreements (SLAs) to ensure operational excellence.
• Maintain organized records and ensure timely completion of administrative tasks.

Required Qualifications

• Previous experience in facilities coordination, facilities administration, property management, or a similar role.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
• Experience using a Computerized Maintenance Management System (CMMS); NCMMS experience is preferred.
• Ability to prepare reports, track work orders, and maintain accurate documentation.
• Strong customer service and relationship management skills.
• Ability to work independently while collaborating effectively with internal teams and external vendors.

Preferred Qualifications

• Experience supporting multiple commercial buildings or facilities.
• Knowledge of facility maintenance operations and contractor management.
• Familiarity with financial tracking, purchase orders, and invoice processing.
• Understanding of facility safety practices and compliance requirements.