Facilities Coordinator

About Us

At ENFRA, we blend a rich history with a forward-looking vision. With over 100 years of experience, we are a pillar of stability in the energy infrastructure industry and a leader in innovative energy solutions. Our commitment to leveraging emerging technologies ensures that we remain at the forefront of the Energy-as-a-Service sector.

We believe in growth-not just for our business, but for our people. Our team members have the opportunity to advance their careers in a supportive environment that values continuous learning and development. We embrace innovation and encourage creative problem solving to tackle the energy infrastructure and energy challenges of tomorrow.

Inclusion is at the heart of our culture. We strive to create a workplace where every voice is heard and valued, fostering a collaborative environment where diverse perspectives drive our success.

Join us to be part of a legacy of excellence and a future of groundbreaking advancements. At ENFRA, stability, innovation, and growth are more than just values-they are the pillars of our continued success.

Overview

The Facilities Coordinator provides day-to-day operational, administrative, and logistical support to the Facilities & Travel Program Manager. This role focuses on execution, tracking, coordination, documentation, and reporting across facilities. The Coordinator ensures timelines, data, vendor activities, and communications are managed accurately and consistently, enabling the Program Manager to focus on strategy, decision-making, and senior stakeholder engagement.

Responsibilities

• Maintain and update lease calendars, including option dates, renewal deadlines, escalation schedules, and notification requirements
• Track, organize, and maintain leases, contracts, amendments, and related documentation
• Coordinate with Accounting to ensure vendor invoices are accurately coded and routed for approval
• Manage vendor procurement administration, including JDE vendor number assignments through supplier maintenance forms
• Maintain vendor records, including certificates of insurance, W-9s, and compliance documentation; coordinate with Contract Administration and vendors to ensure ongoing compliance
• Schedule and coordinate site visits, inspections, walkthroughs, technician visits, and vendor meetings
• Assist with building inspections and track remediation items through resolution
• Coordinate building access, badging, keys, and move-related logistics
• Maintain space and occupancy data, including headcount, seating assignments, and utilization metrics
• Track furniture inventories, delivery schedules, installations, and decommissions
• Collect, organize, and compare vendor quotes for furniture, maintenance, repairs, and services
• Support relocations, expansions, and new office setups through detailed logistical execution and coordination
• Track project milestones, action items, schedules, budgets, change orders, and invoice status using project management tools
• Maintain meeting agendas, notes, and action-item follow-ups with internal teams and external vendors
• Prepare status updates, trackers, and dashboards for management review
• Update and maintain facilities standard operating procedures, manuals, and internal reference documentation
• Serve as a secondary point of contact for facilities-related inquiries and issue resolution
• Design, develop, and maintain branded visual and operational materials, including room markers, nameplates, wayfinding signage, presentations, internal documents, letterheads, forms, and other standardized assets
• Travel as needed to support on-site projects alongside Facilities leadership, providing coordination, operational assistance, and post-visit follow-up
• Serve as the primary point of contact for corporate office managers and support the training and onboarding of new office managers as needed
• Support Accounting by validating charges, matching receipts, correcting coding errors, and reconciling transactions
• Serve Support employee training initiatives by scheduling sessions and preparing instructional materials

Qualifications

Required Education and Experience

• 2+ years of experience in facilities coordination, office operations, and/or project coordination
• Strong Excel and Smartsheet skills, including reporting, reconciliation, filtering, and formatting
• Strong Microsoft Suite skills required, including Word, PowerPoint, Outlook, OneNote
• Proven experience coordinating vendors and cross-functional stakeholders
• High attention to detail with strong organizational and follow-through skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong written and verbal communication skills
• Familiarity with project management and document management tools
• Experience working with accounting or finance teams preferred
• Strong digital design skills required; experience with Visio and Yodeck preferred

Travel Requirements

• 0-5% of time will be spent traveling to job site(s)/office location.

Physical/Work Environment Requirements

• Remaining in a stationary position, often standing or sitting for prolonged periods
• Climbing stairs.
• Repeating motions that may include the wrists, hands and/or fingers

Environmental Conditions

• Quiet environment

Physical Demands

• Light work that includes adjusting and/or moving objects up to 20 pounds

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ENFRA is proud to be an Equal Opportunity Employer of Minorities, Women, Protected Veterans, and Individuals with Disabilities, and participates in the e-Verify program. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, age, sexual orientation, gender identity, national origin, veteran status, disability, or any other classification protected by law.