Facilities Coordinator

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; escalate 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.
• 23 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 . The role requires working in office during standard business hours. Remote work or telecommuting is not an option for this position.