Job Description
Job description
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Expansive prides ourselves on providing our clients with best-in-class service through impeccable property management and responsive support. As our portfolio grows, we are organizing our facilities department into two regions, and we are hiring two Regional Facilities Coordinators, one for each region. This is a new role, and you would be one of the first to shape how it works across the company.
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The Regional Facilities Coordinator is the main point of contact between our on-site Facilities Managers and the national team. You will meet with each Facilities Manager in your region every week to review ongoing projects, maintenance tickets, vacant space status, and upcoming move-ins and move-outs. You will then make sure the right people, including on-site Sales and Hospitality Managers and senior leadership, have current and accurate information. You will also manage the region's vendor relationships, from organizing contracts and running supplier reviews to making sure invoices are coded to the right jobs and capital projects.
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You will not be expected to be a technical expert. Each region pairs this role with a technically focused partner, the Regional Facilities Engineer, who supports on-site teams with significant repairs, capital projects, and vendor proposals. You will work directly with this partner to bring technical issues to them, follow the resolution, and keep everyone informed.
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The ideal candidate is a highly organized, deadline-driven, proactive communicator who sets dates the team can count on, keeps them current, and follows up until things are done. Experience in facilities, property management, or multi-site operations is a plus. You would be supported by a nationwide company with flex office property management excellence for the past 15 years.
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What success looks like: You know every open facilities issue in your region, make sure each one is escalated to the right people, and drive jobs to completion with firm date commitments and strong communication.
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Duties include, but are not limited to:
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Site check-ins and oversight
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· Hold weekly check-in meetings with each on-site Facilities Manager in the region
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· Review status of ongoing facilities projects, repairs, and preventative maintenance
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· Review, update, and prioritize maintenance tickets and work orders in Yardi, and follow up on aging or stalled items
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· Review the list of vacant spaces and their readiness status with each site
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· Talk through upcoming move-ins and move-outs so spaces are ready on time and turnovers are coordinated
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· Visit sites in the region periodically to see conditions firsthand and build relationships with on-site teams
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Communication and reporting
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· Communicate timely, accurate updates to on-site Sales and Hospitality Managers and to the national Facilities leader
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· Maintain a regional tracker of open tickets, vacancies, and move-ins/move-outs alongside the key projects list
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· Prepare regular summary reports of regional facilities status, risks, and trends
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· Reduce the need for national-level follow-up by being the reliable source of current site information
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Partnering with the Regional Facilities Engineer
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· Escalate issues that require significant investment or repair to the Regional Facilities Engineer
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· Connect the Regional Facilities Engineer with on-site teams so they can assess the problem and support a solution
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· Communicate recommended solutions back to leadership and track them through approval and completion
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· Follow up with leaders to confirm sign-off, or identify when more support is needed
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Vendor management and invoicing
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· Organize and maintain vendor contracts for the region, including renewals, terms, and key dates
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· Facilitate vendor relationships and regular communication with site teams
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· Ensure vendor invoices are reviewed and coded to the correct jobs and capital projects as needed
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· Conduct regular supplier reviews on service quality, pricing, responsiveness, and compliance
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· Recommend vendor changes or renegotiations based on review findings, in partnership with the Regional Facilities Engineer
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Project tracking and deadlines
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· Own and regularly update the regional key projects list, including scope, owner, status, next steps, and target dates
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· Set realistic deadlines with on-site teams and the Regional Facilities Engineer, and hold everyone to them
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· Update dates promptly when timelines change, and communicate the change and the reason to stakeholders
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· Flag at-risk or overdue items early so they can be addressed before they slip
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Team management
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· Manage and approve PTO requests for on-site Facilities Managers, and arrange coverage so sites stay supported
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· Conduct regular performance reviews for Facilities Managers, including goal setting and feedback
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· Partner with the Regional Facilities Engineer to onboard and train new facilities employees
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· Coach and develop Facilities Managers, and address performance issues with support from leadership and HR
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Compliance and emergencies
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· Track and schedule required inspections and compliance items across the region (e.g., fire and life safety, elevators, permits, certificates), and make sure they are completed on time
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· Keep compliance records and due dates current, and follow up on any deficiencies until resolved
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· Serve as the first point of contact for facilities emergencies in the region
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· Immediately bring in the Regional Facilities Engineer on any emergency and keep them included on all related communication through resolution
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General
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· Support the goals, policies, and procedures of the business
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· Help develop and share best practices across sites in the region
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· Partner and share ideas with fellow regional and national team members
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· Ability to travel within the region to visit sites, including walking and inspecting all areas of a location
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Skills:
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· College degree preferred; equivalent work experience considered
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· 3+ years' experience in facilities coordination, property management, operations, or project coordination
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· Experience coordinating across multiple sites or teams strongly preferred
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· Excellent written and verbal communication, including clear, concise status updates
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· Strong organizational skills to track many open items across several locations at once
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· Consistent follow-up and follow-through until issues are closed
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· Comfortable running regular meetings and keeping them focused and productive
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· Experience with Yardi or similar work order/ticketing systems preferred. Experience managing vendor contracts or invoice coding a plus
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· Computer skills including G-Suite or equivalent, especially spreadsheets for tracking and reporting
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· Basic understanding of building maintenance and facilities concepts (deep technical expertise not required)
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· Relationship management with on-site teams and cross-functional partners. Prior experience supervising staff, including PTO and performance reviews, preferred
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Attributes:
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· Honest, reliable, and high integrity
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· Proactive communicator who keeps people informed before they have to ask
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· Deadline and date oriented: commits to dates, meets them, and updates them proactively when plans change
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· Builds trust with on-site teams and is seen as a partner, not just a checker
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· Comfortable asking questions and bringing in technical help when needed
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· Responsible, self-reliant, and willing to be held accountable
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· Cooperative and works well as an integral member of a larger team
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· Positive attitude and calm under pressure when issues come up
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Job Type: Full-time
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· Salary: $65,000 per year
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Benefits:
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· 401k
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· Dental insurance
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· Health insurance
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· Paid time off
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· Vision insurance
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Experience level:
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· 3+ years
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Schedule:
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· Monday to Friday
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Reports to:
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· Asset Manager, Development and Facilities
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Ability to commute/travel:
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· Travel to sites within the region, approximately 10% of the time
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Experience:
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· Facilities coordination, property management, or operations: 3+ years (Preferred)
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License/Certification:
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· Driver's License (Required)
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Work Location: Flexible; based out of an Expansive office within the region, with regular site visits