Building Enterprise Coordinator

Job Description

Job Description

DEPARTMENT:  Finance & Enterprise Support

REPORTS TO: Director of Facilities

POSITION SUMMARY / OBJECTIVE:

The Building Enterprise Coordinator provides administrative and operational coordination for building operations, facilities management, vendor services, capital projects, and enterprise support initiatives. Serving as the primary administrative liaison for the Facilities Department, this position coordinates contractors, manages departmental documentation and financial records, supports regulatory compliance, and facilitates communication across the organization to ensure efficient, safe, and reliable facility operations. The role contributes to organizational effectiveness through proactive coordination, process improvement, exceptional customer service, and operational excellence.

RESPONSIBILITIES:

The following describes the representative responsibilities of this position and is not intended to be an all-inclusive list of duties:

• Provide administrative and operational support to the Director of Facilities and the Facilities Department.
• Coordinate daily departmental operations, priorities, schedules, and workflow.
• Maintain departmental financial records, including invoice processing, coding, reconciliation, expenditure tracking, and purchasing documentation.
• Maintain department records and documentation, including vendor contracts, certificates of insurance, warranties, inspection reports, permits, emergency preparedness documentation, and regulatory records in accordance with established retention policies.
• Prepare, edit, and distribute correspondence, reports, procedures, manuals, presentations, and other business documents.
• Coordinate department calendars, meetings, agendas, meeting minutes, and supporting materials.
• Attend organizational planning meetings to coordinate facility support for operational activities, programs, and special events.
• Coordinate and monitor facilities work requests through the computerized maintenance management/work order system to ensure timely completion, documentation, and communication.
• Coordinate vendors, contractors, consultants, and service providers for maintenance, inspections, repairs, preventative maintenance, and capital improvement projects.
• Assist with procurement activities, including obtaining quotations, preparing Requests for Proposal (RFPs), tracking vendor documentation, and monitoring purchasing activities.
• Maintain inventories of maintenance materials, equipment, tools, and operational assets required to support facility operations.
• Assist with planning and logistical coordination for organizational events requiring facilities support.
• Track departmental projects, action items, preventive maintenance schedules, inspections, and follow-up activities to ensure deadlines and compliance requirements are met.
• Serve as the primary liaison between the Facilities Department and internal departments to coordinate service requests, communicate project updates, and resolve routine operational issues.
• Support regulatory compliance by maintaining inspection schedules, life safety documentation, maintenance records, and required operational files.
• Identify opportunities to improve departmental processes, efficiency, customer service, and operational effectiveness.
• Perform other duties and special projects as assigned.

SUPERVISORY RESPONSIBILITIES:

• This position has no direct supervisory responsibilities.

BUDGETARY RESPONSIBILITIES:

• Supports departmental purchasing, invoice processing, expenditure tracking, and financial documentation.
• Does not have direct budget authority.

COMPETENCIES:

• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to prioritize multiple projects in a fast-paced environment.
• Strong customer service orientation with exceptional interpersonal skills.
• Ability to work independently while exercising sound judgment.
• Strong attention to detail and documentation accuracy.
• Proficiency in Microsoft Office Suite and computerized maintenance management (CMMS) or work order software.
• Strong analytical and problem-solving skills.
• Ability to build productive working relationships with employees, leadership, contractors, vendors, and external partners.
• Commitment to professionalism, confidentiality, and continuous improvement.

QUALIFICATIONS:

• High school diploma or equivalent required; Associate’s degree in Business Administration, Facilities Management, Operations Management, or a related field preferred.
• Minimum of two (2) years of progressively responsible experience in facilities administration, operations, project coordination, or office management.
• Experience coordinating vendors, contractors, purchasing, and operational projects preferred.
• Experience with facilities management software, CMMS platforms, or work order systems preferred.
• Demonstrated ability to manage multiple priorities with minimal supervision.

PHYSICAL DEMANDS:

This position requires extended periods of sitting, standing, walking, and frequent use of a computer and other standard office equipment. Occasional lifting, carrying, pushing, or moving materials weighing up to 50 pounds may be required. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of the position.

WORK ENVIRONMENT:

This position is primarily performed in a professional office environment with frequent interaction throughout the facility. Occasional work in warehouses, mechanical rooms, construction areas, or outdoor environments may be required while supporting facilities operations, inspections, projects, and organizational events. Travel to off-site meetings or organizational events may occasionally be required.

JOB STATUS:

• FLSA Classification: This position is classified as non-exempt according to guidelines of the Fair Labor Standards Act and, as such, an individual in this position is eligible to receive overtime pay for hours worked in excess of forty (40) hours per calendar week.
• Employment Status: Full-time: This position is full-time in nature. An individual in this position will work a schedule consisting of 40 hours per week.
• Work Location: This position’s primary work site is the headquarters location in Colorado Springs, CO.  The nature and responsibilities of this position are such that it is eligible for alternative worksite arrangements, such as working from home or telecommuting, on an occasional, infrequent and/or as needed basis. Space Foundation’s current hybrid policy allows for two work-from-home days per week.
• Schedule: The position’s usual business days are Monday through Friday, and its usual business hours are 8:00 A.M. to 5:00 P.M. in the time zone in which it is located. 

BENEFITS:

Space Foundation offers a comprehensive benefits package including:

• Medical, dental, and vision insurance
• Employer-paid basic life and AD&D coverage
• Short- and long-term disability insurance
• 401(k) plan with employer contribution
• Paid holidays and generous paid time off
• Access to employee assistance program (EAP)