Facilities Coordinator

Job Description

Job Description

Facilities Coordinator

Shift/Pattern and FLSA Status: Full-time, Salaried Non-Exempt, Not Hybrid Eligible

Supervisor: Business Operations Manager

Position(s) Supervised: Volunteers

Revision Date: 09.2026

JOB SUMMARY

The Facility Coordinator is responsible for supporting the daily operations and maintenance of all Meals on Wheels Central Texas buildings and facility systems, including kitchens, offices, and storage areas. This role ensures that all systems—mechanical, electrical, plumbing, safety, and food service—are functioning optimally to support the organization’s mission. Vendor management is central to this position: the Facility Coordinator sources and coordinates outside vendors and contractors for preventive maintenance and repairs, manages service agreements and warranties, verifies insurance and safety compliance, and holds vendors accountable to scope, schedule, and quality. The role also engages and supervises volunteers who assist with facility operations, and is essential for maintaining a safe, efficient, and compliant environment for staff, volunteers, and program operations.

QUALIFICATIONS

• High school diploma or GED preferred
• Minimum three years’ experience in facilities or building operations
• Knowledge of mechanical, electrical, plumbing, fire suppression, and grounds maintenance
• Understanding of commercial kitchen operations and the maintenance needs of commercial kitchen appliances and equipment
• Basic automotive knowledge, including routine vehicle maintenance, inspections, and coordination of fleet repairs
• Must complete a food handler certification within the first 30 days of employment
• Demonstrated experience managing vendors and contractors, including obtaining and comparing quotes, scheduling work, and evaluating performance
• Experience coordinating or supervising volunteers preferred
• Strong computer and communication skills, including email, vendor portals, and online billing/invoicing systems
• Strong organizational and record-keeping abilities
• Ability to respond to after-hours emergencies
• Excellent communication and customer service skills

KEY RESPONSIBILITIES

Vendor Management

• Source, coordinate, and schedule vendors and contractors for preventive maintenance, repairs, and capital projects
• Obtain and compare competitive quotes; recommend vendor selection within approved budgets
• Manage service agreements, warranties, and vendor documentation; track renewals and expirations
• Ensure vendors and contractors meet agency insurance and safety requirements before work begins
• Monitor vendor performance against scope, schedule, and quality; escalate and resolve issues
• Serve as primary on-site point of contact for vendors and contractors

Facility Operations

• Conduct routine inspections of buildings, facility systems, and grounds; address findings promptly
• Maintain records of maintenance and inspections
• Respond to maintenance requests and emergencies, ensuring minimal disruption to operations
• Monitor and support environmental safety and control measures
• Assist with annual equipment inspections and compliance with building codes
• Maintain inventory of facility assets and supplies (excluding major purchasing)
• Support recycling, janitorial, and grounds maintenance activities
• Issue access badges and security codes to staff
• Coordinate, engage, and supervise volunteers who support facility operations
• Ensure volunteers have a positive, safe, and productive experience
• Contribute to meal delivery, meal management, or office support as scheduled

WORKPLACE ENVIRONMENT AND PHYSICAL DEMANDS

• This role may work in an office, field, or service setting
• Requires regular use of computers and standard equipment, and communication via phone, email, and in-person is essential
• Physical demands include prolonged periods of sitting or standing, moving within the workspace, and occasional lifting or transporting of items up to 35–50 pounds

Meals on Wheels Central Texas provides equal employment opportunities to all applicants and employees for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This employer participates in E-Verify.
We will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each new employee’s Form I-9 to confirm work authorization. If the government cannot confirm that you are authorized to work, you will be given written instructions and an opportunity to contact SSA and/or DHS before any adverse action is taken. Employers may not use E-Verify to pre-screen job applicants and may not influence the choice of documents presented for Form I-9.