Facilities Coordinator

Facilities Coordinator

The Facilities Coordinator supports daily facility operations, maintenance activities, and workplace services to ensure a safe, efficient, and productive environment across multiple nearby sites. This role partners closely with engineers to coordinate laboratory and facility needs, manage work orders, schedule vendors, and support equipment-related requests. The position requires basic laboratory knowledge, strong organizational skills, and the ability to communicate effectively with cross-functional teams while balancing multiple priorities.

Responsibilities

• Coordinate daily facility operations to ensure a safe, efficient, and well-maintained workplace across multiple sites.
• Partner with engineers to support laboratory and facility needs, including equipment-related requests and basic lab support activities.
• Manage work orders from creation through completion, ensuring timely response, proper documentation, and follow-up.
• Coordinate and schedule vendors, contractors, and maintenance service providers for routine and corrective maintenance.
• Oversee preventive maintenance scheduling for building systems, equipment, and facilities to minimize downtime and extend asset life.
• Support facilities maintenance and building maintenance coordination, ensuring issues are identified, prioritized, and resolved promptly.
• Manage service providers by monitoring performance, ensuring adherence to service-level agreements (SLAs), and maintaining quality and compliance standards.
• Assist with vendor management activities, including coordinating services, supporting contract negotiations, and tracking deliverables.
• Support space and occupancy management by coordinating office moves, seating plans, and space utilization activities.
• Assist with office moves and renovations, including planning, logistics, and communication with stakeholders.
• Support capital improvement projects by helping track timelines, coordinating resources, and communicating status to stakeholders.
• Assist with facilities-related administration, including data entry, record keeping, and documentation in Excel and other systems.
• Use Computerized Maintenance Management Systems (CMMS) or work-order tracking software to log, track, and report on maintenance activities.
• Analyze facility data, prepare reports, and maintain accurate records related to maintenance, operations, and projects.
• Support budget tracking and invoice processing activities by collecting information, verifying charges, and assisting with documentation.
• Promote workplace health, safety, and regulatory compliance by following established procedures and supporting facility inspections or audits.
• Provide responsive customer service to employees and stakeholders by addressing facility-related requests and inquiries in a timely and professional manner.
• Communicate effectively with cross-functional teams, vendors, and stakeholders to ensure alignment on facility priorities and timelines.
• Maintain high standards of organization, attention to detail, and problem-solving in all aspects of facility coordination.

Essential Skills

• High school diploma or GED required; Associate's or Bachelor's degree preferred.
• 25 years of experience in facilities coordination, office administration, property management, or building operations.
• Knowledge of building systems, maintenance procedures, and facility operations.
• Experience coordinating vendors, contractors, and maintenance service providers.
• Familiarity with workplace health, safety, and regulatory compliance requirements.
• Ability to manage multiple projects and prioritize competing deadlines in a fast-paced environment.
• Strong customer service and interpersonal communication skills.
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Experience using Computerized Maintenance Management Systems (CMMS) or work-order tracking software.
• Ability to analyze facility data, prepare reports, and maintain accurate records.
• Strong problem-solving, organizational, and attention-to-detail skills.
• Experience with vendor management, including managing service providers and monitoring service-level agreements (SLAs).
• Experience with work order management and preventive maintenance scheduling.
• Ability to support space and occupancy management, office moves, and facility changes.

Additional Skills & Qualifications

• Basic laboratory knowledge, including familiarity with lab safety practices, equipment handling, and inventory management.
• Experience with capital improvement projects and project coordination.
• Experience in building maintenance coordination and facilities maintenance.
• Budget tracking and invoice processing experience preferred.
• Experience with stakeholder communication related to facilities projects and timelines.
• Familiarity with category management and facilities administration tasks.
• Comfort working across multiple nearby sites and supporting different facility types.
• Strong Excel data entry skills for tracking facilities information and reporting.

Why Work Here?

You will join a team that values safety, reliability, and operational excellence while supporting a dynamic workplace environment. The role offers the opportunity to work closely with engineers and cross-functional teams, gaining exposure to both facilities and laboratory operations. You will develop your skills in vendor management, project coordination, and data-driven facilities management while contributing directly to a well-functioning, productive workplace. The schedule provides a defined daytime window, and the multi-site setup offers variety in your day-to-day work and opportunities to broaden your experience in different facility settings.

Work Environment

This position supports multiple sites within approximately 10 minutes of each other in the Pasadena area. The typical shift falls within the hours of 7:00 a.m. to 6:00 p.m., covering any 8-hour period in that timeframe. The role is planned to be covered through the end of the year. The Facilities Coordinator will most likely be based at locations near South Chester Avenue and South Holliston Avenue, with additional support for nearby sites on West Del Mar Boulevard and East Colorado Boulevard. The work environment involves regular interaction with building systems, laboratories, and office spaces, using tools such as Microsoft Office, CMMS or work-order tracking software, and other standard office and facilities management technologies. The role requires moving between nearby sites as needed to support operations, maintenance activities, and workplace services.

Job Type & Location

This is a Contract position based out of Pasadena, CA.

Pay and Benefits

The pay range for this position is $30.00 - $35.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Pasadena, CA.

Application Deadline

This position is anticipated to close on Jul 6, 2026.