Facilities Coordinator

Job Description

Job Description

FLSA: Exempt

DEPARTMENT: Facilities

POSITION OVERVIEW:

The Facilities Coordinator supports the safety, cleanliness, and efficient functioning of The Whole Child’s facilities. This role oversees and processes work orders, ensures timely resolution of maintenance needs, and serves as a key liaison between employees, vendors, custodial teams, and contractors. The Facilities Coordinator helps maintain a positive, well-organized environment across multiple sites and provides operational support to the Facilities Manager and the Senior Director of Facilities & Procurement.

ESSENTIAL FUNCTIONS:

Facility Maintenance & Operations

• Conduct regular inspections of buildings to identify maintenance needs and corrective actions
• Maintain accurate logs of maintenance, repairs, and ongoing facility issues
• Support emergency facility needs, making timely decisions and coordinating responses as necessary
• Assist in planning and coordinating maintenance and custodial activities

Work Order Management

• Receive, manage, and track work order requests (custodial, janitorial, maintenance)
• Develop maintenance schedules, and oversee repairs of equipment, HVAC, and other building systems
• Ensure timely resolution by coordinating with internal staff, external vendors, and contractors
• Provide consistent communication to staff on work order status and timelines

Vendor, Staff & IT Coordination

• Act as a liaison between employees and outside vendors to ensure high-quality service and efficient problem resolution
• Provide on-site support for the organization’s third-party IT vendor when needed
• Coordinate with the Facilities Manager to support vendor scheduling and service delivery

Security & Equipment Support

• Maintain knowledge of site security systems and program staff access cards across multiple locations
• Ensure assigned equipment is in proper working order and available for use
• Support inventory of furniture, technology equipment, and facility-related supplies

Organizational Support

• Assist as a designated member of the Emergency Preparedness Team
• Perform other duties related to facilities and operations assigned

QUALIFICATIONS:

Required

• Minimum of 3 years of related experience in facilities, property management, or a similar operational role
• Demonstrated experience coordinating facilities or property management functions
• Experience managing vendor relationships and supporting contractor coordination

Desired Skills & Attributes

• Working knowledge of telephone systems, VoIP, and security access/monitoring systems
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines
• Excellent verbal and written communication skills with the ability to engage staff at all levels
• High attention to detail with the ability to produce clear, accurate written documentation
• Proactive, dependable, and motivated with a positive and flexible attitude
• Ability to work independently with sound judgment while also collaborating effectively in a fast-paced environment
• Comfortable being fully accessible during work hours, regardless of work location
• Proficiency in Microsoft Office (Word, Excel, Outlook)

WORKING CONDITIONS:

• Work is performed in an office environment.

PHYSICAL DEMANDS:

• Must be able to frequently lift, carry, and move items up to 50 lbs. without assistance, and endure standing and repetitive activities, walking, climbing, bending, and kneeling

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

This description is only intended to identify the duties, responsibilities, and requirements for the position. It is not intended, nor should it be interpreted to describe each and every duty an employee assigned may be required to perform.

BENEFITS:

• Full benefits package to all positions after 30 days of employment.
• 100% employer paid premium for HMO Health, Dental, and Vision plans offered to employees.
• 401k plan with 4% employer match.
• Employee Assistance Program (EAP) & Employee Discount Program (LifeMart)
• Vacation Time Off that accrues to 10 days annually and increases with seniority.
• 5 sick days annually.
• 14 Paid Holidays annually.
• Opportunity for growth.
• $68,640-72,000/year starting pay, dependent on experience and skillset.