Facilities Coordinator

Back to jobs Facilities Coordinator Weatherford, TX management operations for the Weatherford College account, replacing the incumbent in this role. This hands-on, on-site role serves as the operational hub of the account, coordinating maintenance, custodial, and vendor teams while overseeing the administrative, financial, and compliance activities that keep the account audit-ready and client reporting on schedule. Serves as an on-site liaison for campus stakeholders. The Coordinator partners with the Facilities Manager, Accounting/Finance, and Weatherford College stakeholders to manage budgets, invoice coding, work orders, compliance records, and operational reporting in support of efficient, transparent account management. Key Responsibilities Financial Reporting, Budgeting & Invoice Coding Manage vendor invoicing in accordance with Lincoln accounting standards and the Weatherford College contract structure. Review invoices for accuracy against purchase orders, contracts, and work order documentation before routing for approval and payment; research and resolve coding discrepancies and billing disputes. Track monthly spend against the operating budget across maintenance, custodial, grounds, and utilities cost categories; flag variances and support the Facilities Manager in preparing variance explanations. Maintain purchase order logs, expense trackers, and reimbursable-expense documentation to support monthly and annual account reporting. Assist with annual budget preparation, forecasting inputs, and capital/repair project cost tracking. Support month-end close activities, including accrual estimates, open PO reconciliation, and supporting documentation for Lincoln Accounting/Finance. Compliance & Recordkeeping Maintain organized, audit-ready records of compliance certificates, inspection reports, safety data sheets (SDS), preventive maintenance (PPM) logs, and warranty documentation. Support tracking of higher-education compliance obligations relevant to the account, including fire/life-safety records, emergency system testing logs, and safety audit action items. Coordinate with the Facilities Manager on Texas public-institution procurement and reporting requirements applicable to vendor and contract documentation. Maintain contract, vendor, and subcontractor files, including current insurance certificates, licenses, and scope-of-work documentation. Support incident reporting, corrective-action tracking, and follow-up documentation for safety and compliance events. Work Order & CMMS Coordination Serve as the primary point of contact for incoming work order requests from Weatherford College faculty, staff, and administration; log, assign, and track requests through the CMMS/work order system. Monitor work order aging, response times, and completion rates; elevate overdue or high-priority items to the Facilities Manager. Maintain the asset register, equipment inventory, and preventive maintenance schedules within the CMMS. Generate CMMS-based KPI reports (work order volume, completion time, PPM compliance) to support account performance reviews and client reporting. Vendor & Subcontractor Administration Coordinate scheduling, site access, and documentation for subcontractors performing maintenance, mechanical, life‑safety, and specialty trade work. Maintain subcontractor proposals, invoices, insurance certificates, and closeout documentation. Support the RFQ/quote process for repair and small‑project work, compiling bids for the Facilities Manager’s review. Administrative & Account Support Provide administrative support to the Facilities Manager/Account Manager, including correspondence, scheduling, meeting preparation, and document management. Lead/support campus inspections and regular site walks to ensure everything is in proper order. Support onboarding and administrative processing for FM staff, including timekeeping support in partnership with HR during the custodial staff transition. Maintain digital and physical filing systems for contracts, invoices, compliance records, and correspondence. Assist with special event logistics coordination (setup requests, staffing needs, campus calendar conflicts) alongside the Custodial Supervisor and maintenance/grounds teams. Support inventory tracking and purchasing coordination for facilities supplies and equipment, in partnership with the Custodial Supervisor. Other Duties Build relationships with Weatherford College stakeholders, including Business Office, Purchasing, and Facilities contacts. Support account mobilization, go‑live, and stabilization activities. Identify process improvement and innovation opportunities for reporting, invoice workflows, and CMMS utilization. Perform other duties as assigned. Qualifications Required Must have a minimum high school education. Associates, B.A. or B.S. college degree preferred. 2–3 years of facility operations experience — facilities coordination, property management/administration, or a similar operations‑support role. Relevant education or coursework in business, accounting, finance, or facilities management may substitute for a portion of the experience requirement. Demonstrated financial acumen: comfort with budgets, invoice coding, G/L account structures, purchase orders, and expense tracking. Strong proficiency with Microsoft Excel and Outlook; experience with accounting or ERP systems (e.g., Yardi, MRI, or similar) a plus. Experience with CMMS/work order management systems, or the ability to learn new software systems quickly. Excellent organizational skills and attention to detail; able to manage multiple priorities and deadlines simultaneously. Strong written and verbal communication skills; able to interact professionally with clients, vendors, and Lincoln leadership. Self-starter who thrives in a dynamic, fast‑paced, on‑site environment and can work independently with sound judgment. Valid driver’s license; ability to pass a background check per college and company requirements. Preferred Experience in higher education, K-12, healthcare, or other public/institutional facilities environments. Experience supporting a facilities or property management contract transition/mobilization. Familiarity with Texas public‑institution procurement practices (e.g., Texas Education Code purchasing thresholds and competitive procurement requirements). Working knowledge of OSHA, life‑safety, and general facilities compliance requirements. Work Environment & Physical Requirements Primarily office/administrative work with regular walkthroughs of academic, administrative, athletic, and residential campus buildings. Ability to walk a multi‑building campus daily and climb stairs as needed. Ability to sit at a computer workstation for extended periods to manage reporting, invoicing, and CMMS tasks. Occasional lifting up to 25 lbs (files, supplies, equipment). This position is 100% in-office This position requires working in office during standard business hours. Remote work or telecommuting is not an option for this position. #ZIP Why Lincoln? At LPC you will be supported by a national firm where an entrepreneurial mindset is encouraged. You will be encouraged to explore your potential through training programs, mentorship, exciting work, fast-paced assignments, and an environment of constant learning and dedication to results. Our benefits package includes medical, dental, and vision insurance, 401(k), and paid time off. About Lincoln Property Company Lincoln Property Company (“Lincoln”) is one of the largest private real estate firms in the United States. Offering a fully integrated platform of real estate services and innovative solutions to owners, investors, lenders and occupiers, Lincoln supports the entire real estate lifecycle across asset types, including office, multifamily, life science, retail, industrial, data center, production studio, healthcare, government, universities, sports and entertainment, and mixed‑use properties, throughout the United States, the United Kingdom, and Europe. Lincoln’s combined management and leasing portfolio on behalf of institutional clients includes more than 720 million square feet of commercial space. For more information, visit: Benefits Medical insurance Dental insurance Vision insurance Company-Paid Life insurance Company-Paid Long Term Disability Accidental Death & Dismemberment (AD&D) coverage 401(k) retirement savings plan, Traditional and Roth, with applicable eligibility requirements Flexible Time Off (FTO) or vacation benefits, depending on position classification Paid sick leave and other legally required leave programs Employee assistance and wellness programs where available Company-paid holidays Additional voluntary benefit offerings that may vary by location and position Benefit eligibility, coverage levels, waiting periods, and plan provisions are governed by the applicable plan documents and Company policies and may be modified from time to time at the Company's discretion. Healthcare Benefits Notice Eligible employees may participate in Company-sponsored medical, dental, and vision benefit plans. Additional details regarding available healthcare benefits will be provided during the hiring process and upon employment eligibility. Equal Employment Opportunity Lincoln Property Company is an Equal Opportunity Employer. Employment decisions are based on merit, qualifications, and business needs. Lincoln does not discriminate against applicants or employees on the basis of race, color, religion, creed, sex, gender, pregnancy, childbirth or related medical conditions, sexual orientation, gender identity or expression, national origin, ancestry, citizenship status, age, disability, genetic information, marital status, military or veteran status, reproductive health decision‑making, or any other status protected by federal, state, or local law. Applicants and employees may raise concerns regarding discrimination, harassment, accommodation, or retaliation without fear of reprisal. Compensation Lincoln Property Company is committed to pay transparency and equitable compensation practices. The salary or hourly pay range for this position has been established based on market data, job responsibilities, internal equity, geographic location, experience, education, certifications, and other job-related factors. Actual compensation may vary within the posted range based on these considerations. Certain positions may also be eligible for discretionary bonuses, incentives, commissions, or other forms of compensation where applicable. Reasonable Accommodation Lincoln Property Company is committed to providing reasonable accommodations for qualified individuals with disabilities throughout the application, interview, and employment process. If you require an accommodation to participate in the job application or interview process, or to perform the essential functions of a role, please contact Human Resources at View email address on click.appcast.io. Requests for accommodation will be treated confidentially to the extent permitted by law. Work Authorization/ E-Verify Lincoln Property Company participates in E‑Verify. All offers of employment are contingent upon the candidate providing valid authorization to work in the United States. Lincoln Property Company does not sponsor employment visas, including H‑1B, for this position at this time. Background Check Employment offers are contingent upon the successful completion of a background investigation, which may include verification of prior employment, education, criminal history, and other checks as permitted by applicable federal, state, and local law. The nature and scope of background checks may vary by role and location. Certain roles may require additional screening based on duties (driving history (MVR), financial background check, etc.). Health and Safety Lincoln Property Company is committed to maintaining a safe and healthy work environment in compliance with all applicable federal, state, and local occupational health and safety regulations, including OSHA requirements. Certain roles may have specific health, safety, or physical requirements that will be communicated during the hiring process. Employees may be required to wear personal protective equipment (PPE) or comply with site‑specific safety protocols depending on the nature of their assignment. Lincoln Property Company does not accept unsolicited resumes from third‑party recruiters unless they were contractually engaged by Lincoln Property Company to provide candidates for a specified opening. Any such employment agency, person or entity that submits an unsolicited resume does so with the acknowledgement and agreement that Lincoln Property Company will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity. At this time, we are not working with any agencies. #J-18808-Ljbffr LPC.COM