Facilities Department Coordinator

Job Description

Job Description

Role Summary

Are you an organized, proactive administrative professional who thrives in a dynamic operational environment? We have an URGENT need for a Facilities Department Coordinator to work fully on-site in San Francisco.

In this key role, reporting directly to the Facilities Operations Manager, you will serve as the administrative backbone of our operations, coordinating work order workflows, vendor partnerships, safety compliance, scheduling, and helpdesk functions. You will act as the primary liaison between internal departments, staff, and external contractors, ensuring seamless communications and exceptional service delivery.

Duties & Responsibilities:Administrative & Departmental Support

• Provide comprehensive administrative support for project initiatives, maintaining detailed records and files.

• Coordinate employee training sessions, department meetings, presentations, and reports.

• Manage the Room Setup Helpdesk function.

• Serve as the central point person for project inquiries and act as an operational liaison between departments and business units.

Work Order & CMMS Administration

• Develop, update, and document Computerized Maintenance Management System (CMMS) methodologies for facility operations.

• Ensure high-quality process completion for purchasing, procurement, vendor management, Request for Proposal (RFP) tracking, and work order management.

• Assist the Facilities Operations Manager with obtaining pricing, processing invoices, and coordinating service contracts with vendors and contractors.

Compliance & Safety Support

• Assist with the documentation of quality, service, safety, and site inspections.

• Support the development and implementation of maintenance and cleaning programs to ensure all properties and equipment remain in safe working condition.

• Administer routine data audits to ensure system data integrity.

Scheduling & Operations Assistance

• Assist in assigning facility schedules, daily work assignments, and project activities for internal staff, vendors, and contractors.

• Ensure customer inquiries and complaints are addressed promptly, building positive relationships with internal teams and external parties.

• Perform all other reasonably related duties as assigned.

Required QualificationsEducation & Experience

• Education: High School Diploma or GED equivalent.

• Work Experience: Experience in office administration (4 to 7 years of progressive office management, procurement, or administrative support experience preferred).

Key Skills & Compliance

• Language & Communication: Fluent in English with strong written, verbal, and interpersonal communication skills for vendor interactions and cross-departmental collaboration.

• Vendor & Financial Management: Comfort and experience managing vendor relationships, billing processes, and scheduling.

• Project & Time Management: Strong organizational skills with proven ability to multi-task, prioritize, create efficient work plans, and work effectively under pressure against strict time constraints.

• Computer Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Email) with experience creating charts and graphs to track invoices, expenses, and schedules; willingness to learn new purchasing, work order, and asset management platforms.

• Health & Clearance Requirements: Must successfully undergo a physical exam, provide proof of required immunizations (or signed flu declination form), pass an N-95 fit test, and complete a TB blood test upon hire.

Desired Qualifications

• Education: Associate's or Bachelor's Degree in a related field (such as Business Administration or Healthcare Management).

Location and Work Type

• Work Type: Contingent / Temporary Position

• Work Setting: 100% On-Site, San Francisco, CA

• Schedule: Monday through Friday, 8:00 AM – 5:00 PM (40 hours per week).

If you're interested, please reply to this advertisement or directly email your resume to me at View email address on ziprecruiter.com or by calling/texting View phone number on ziprecruiter.com.

I strive to reply within 48 hours. Looking forward to connecting with you soon. Thank you!