Facilities Coordinator

Facilities Coordinator

Job Description

Department: Facilities Management [1300]

Job Status: Full Time

FLSA Status: Salary Non Exempt

Reports To: Facilities Manager

Location: The Woodlands, TX

Amount of Travel Required: Up to 20%

Work Schedule: Monday - Friday 8:00 a.m. - 5:00 p.m.

Positions Supervised: N/A

AIP: Level 7

POSITION SUMMARY:

The Facilities Coordinator supports the daily operation, maintenance, safety, and vendor coordination for multiple company sites across various states. This role performs a mix of hands-on maintenance, vendor management, facility inspections, administrative support, and project coordination. The Facilities Coordinator partners closely with Facilities Managers, Senior Facilities Managers, and Facilities Technicians to ensure facilities are safe, operational, compliant, and optimized for business needs.

ESSENTIAL FUNCTIONS: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may")

• Coordinate the maintenance of multi-site, multi state facilities, both owned and leased, ensuring consistent quality standards.
• Coordinate tasks involving: Mechanical, electrical, and plumbing (MEP), Janitorial services, Landscaping, Pest control, Elevators, Fire and life safety systems, Utilities, General building upkeep (offices, shops, warehouses, yards)
• Coordinate basic repair tasks and escalate larger issues to vendors or Facilities Managers.
• Coordinate maintenance tasks with approved vendors.

• Set up, coordinate, manage, and process invoices for vendors supporting: Janitorial, Landscaping, Pest control, General contractors, Mechanical, Electrical, Plumbing, Elevator service, Fire & Life Safety, Utility providers
• Ensure quality service delivery, adherence to contractual requirements, and timely resolution of issues.
• Serve as the onsite point of contact for vendor access, safety compliance, and work verification.

• Coordinate safety inspections for each site and document findings.
• Coordinate with IT to support site security systems, including:
  • Access control systems
  • Cameras and surveillance systems
  • Locks, keys, badges
• Coordinate fire/life safety inspections, equipment checks, and compliance tasks.

• Coordinate office moves, seating plans, restacks, and facility reconfigurations.

• Coordinate mechanical, electrical, plumbing, and renovation projects in coordination with facilities leadership.
• Coordinate capital projects, remodels, and facility upgrade through on-site coordination, prep work, and vendor oversight.

• Maintain accurate records in CMMS systems, including work orders, inspections, and vendor documentation.
• Create maintenance, repair, safety, and facility condition reports for Facilities Managers.
• Track inventory of facility supplies, tools, and materials.
• Assist with purchase requests and invoice processing.

• Support company events, inspections, and facility related operational activities.
• Coordinate daily lockup/opening procedures and help monitor facility conditions.
• Performs other related duties as assigned to assist with successful operations and business continuity.