Facilities Coordinator

Facilities Coordinator

Beusa The Woodlands Corporate Office - The Woodlands, TX 77380

Overview

Level: Experienced Position Type: Full Time Job Shift: Day Education Level: High School Travel Percentage: Up to 25%

Description

Facilities Coordinator Job Description

Department: Facilities Management

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 Specialist 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.")

Facility Operations & Maintenance

• Support the maintenance of multi-site, multi-state facilities, ensuring consistent quality standards.
• Perform and/or 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)
• Perform basic repair tasks and escalate larger issues to vendors or Facilities Managers.
• Self-perform maintenance tasks when qualified, or delegate to approved vendors.

Vendor & Contractor Management

• 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 on-site point of contact for vendor access, safety compliance, and work verification.

Safety, Security & Emergency Support

• Perform safety inspections for each site and document findings.
• Administer and support site security systems, including:
  • Access control systems
  • Cameras and surveillance systems
  • Locks, keys, badges
• Identify and address breakdowns in security parameters or guidelines.
• Prepare facilities for emergencies and severe weather, including staging materials, securing assets, and assisting with response activities.
• Support fire/life-safety inspections, equipment checks, and compliance tasks.

Workplace & Space Planning

• Assist with office moves, seating plans, restacks, and facility reconfigurations.
• Support warehouse and laydown yard organization and optimization.
• Prepare work areas, conference rooms, and common areas as needed.

Project & Renovation Support

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

Administrative & Reporting Duties

• 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.

Other Duties

• Support company events, inspections, and facility-related operational activities.
• Perform daily lockup/opening procedures and help monitor facility conditions.
• Perform additional facilities duties as assigned.

Qualifications

POSITION REQUIREMENTS:

• Must be legally authorized to work in the United States without the need for sponsorship.
• Must be at least 18 years of age or older.
• Successfully passes all applicable general pre-employment testing including but not limited to: background check, pre-employment drug screening, pre-employment fit tests, pre-employment aptitude and/or competency assessment(s).
• Valid U.S. Driver's License required. Most employment is contingent upon meeting company driving standards, including 3-year U.S. driving history and an acceptable Motor Vehicle Record (MVR) in accordance with Company policy.
• Predictable in-person attendance in The Woodlands, TX.

EDUCATION/EXPERIENCE LEVEL

• High school diploma or GED required; Associate degree, technical schooling, and/or bachelor degree preferred. An equivalent combination of education, specialized training, and relevant professional experience will be considered in lieu of a formal degree.

• 5+ years of experience in facilities management, building operations, or related fields.
• Experience supporting multi-site or multi-state operations strongly preferred.
• Hands-on experience with MEP systems, basic maintenance tasks, and renovation support.

QUALIFICATIONS, SKILLS, COMPETENCIES, AND ABILITIES

• Strong understanding of mechanical, electrical, plumbing, and general building systems.
• Ability to coordinate and manage vendors across multiple sites.
• Strong organizational and administrative skills, including work order management.
• Excellent communication and customer service skills; able to interact effectively with onsite personnel and leadership.
• Ability to work independently, prioritize tasks, and resolve operational challenges.
• Basic to intermediate computer skills (CMMS systems, email, spreadsheets).
• Strong safety awareness and commitment to regulatory compliance.

Trade & Certification Requirements

• Membership in IFMA or BOMA preferred.
• Actively pursuing Certified Facility Manager (CFM) preferred.
• OSHA 10/30, forklift certification, or trade certifications (electrical, HVAC, plumbing) a plus.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.

The Facilities Coordinator may require work indoors and outdoors in varying weather conditions and may be required to access various areas of a facility, including mechanical rooms, rooftops, and crawl spaces. While some administrative tasks may be performed at a desk, the role is largely active and hands-on. Physical demands include:

• Mobility & Movement: Frequent standing, walking, climbing, kneeling, stooping, crouching, and reaching overhead. Must be able to navigate tight spaces and elevated platforms.
• Manual Dexterity & Strength: Regular use of hand and power tools requiring fine motor skills and grip strength. Must be able to lift and carry items weighing up to 50 pounds independently and occasionally push