Facilities Coordinator

Job Description

Job Description

SUMMARY: Supports the daily operations, including maintenance, housekeeping, safety, and vendor management of Destiny USA, ensuring building systems, common areas, and tenant service requests run smoothly under the direction of operations management. The Facilities Coordinator assists with vendor and contractor coordination, process compliance, general facilities delegation and coordination, supervision of maintenance staff, and operational coordination to maintain a safe, efficient, and welcoming property with a strong focus on customer/tenant experience.

DUTIES & RESPONSIBILITIES :

FACILITIES MAINTENANCE COORDINATION:

• Vendor & Contractor Coordination:

• Create new vendor service/preventative maintenance contracts. Work with the Assistant General Manager/Dir of Operations, Office Manager, internal teams, and vendors to scope, budget, negotiate, and create preventive maintenance and service contracts that support our day-to-day operations/building systems.

• Monitor and enforce all existing vendor service/preventative maintenance contracts. Schedule and track preventative maintenance/service for HVAC/Building Management System, plumbing, vertical transportation, landscaping/lot sweeping, trash removal, snow removal, janitorial/housekeeping services, and all other building/property internal services according to the executed contracts.

• Establish relationships with vendors/contractors and onboard new contractors for bid lists on service contracts, preventive maintenance, and project work.

• Document and clearly communicate progress with all vendor agreements and correspondence with vendors on schedules, changes, follow-up items, and issue resolution.

• Communicates any changes or risks with service/preventative maintenance contractors to Operations management.

• Facilities Maintenance Process Compliance:

• Ensures safety protocols are followed by all internal teams, vendors, and contractors.

• Monitors inspections required by law and the Pyramid Management Group Operations manual are scheduled, including, but not limited to, safety equipment inspections, lift inspections, ADA inspections, restaurant inspections, various building system inspections, and all other inspections that ensure OSHA

• Tracks all building system checks completed as scheduled by internal teams and contractors according to daily/monthly/quarterly/annual/ seasonal requirements.

• General Facilities and Operations Coordination:

• Administers work orders – create or receive, log, assign to appropriate group, prioritize, and ensure completion of work order tickets in our BITS SharePoint ticketing system.

• Responds to tenant maintenance concerns with a strong focus on tenant experience and high-quality merchant relations.

• Coordinate with tenants and tenant vendors for access, repairs, and after-hours work.

• Tracks to ensure food court and restaurant tenants are meeting code requirements.

• Tracks supplies and maintenance materials and orders as needed.

• Supports energy management and sustainability initiatives.

• Provides general operational leadership and facilities support on weekend shifts to ensure the property is clean, maintained, welcoming, and focused on the best possible customer experience .

• Capital improvement project support.

• Perform other related duties and special projects as directed by Operations management.

• Supervisor of Maintenance Staff:

• Supervises, hires, trains, and evaluates Maintenance staff.

EXPERIENCE & QUALIFICATIONS:

• 1-3 years of facilities, property management, or operations experience preferred
• 1-3 years of supervisory experience preferred
• Knowledge of building systems
• Strong organization, communication, and vendor coordination skills
• Problem-solving proficiency
• Proficiency with Microsoft Office
• Proficiency with scheduling
• Ability to meet deadlines
• Ability to develop working relationships with tenants and vendors working as a team to produce the best possible outcomes

EDUCATION REQUIREMENTS :

• High School Diploma required

PREFERRED:

• Post High School with practical trades training in facilities management
• Bachelor's degree in facilities management, business, or a related field

WORK ENVIRONMENT : The work environment characteristics described here are representative

of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee occasionally works near moving mechanical parts; on ladders/lifts, and in various weather conditions.

The noise level in the work environment is comparable of that of a busy shopping mall. 

Shift includes days, nights, and weekends.