Facilities Coordinator

Description Our Mission: To fulfill our PROMISE to our employees, members and guests in order to create a reimagined Country Club life. P assionate – We love what we do and have fun doing it! R efined – We strive for excellence in our communication. O wership – We are proactive and accountable in any task, challenge or opportunity presented to us. M indful – We are present, patient, and aware so that we can best anticipate the needs of those around us. I nnovative – We are eager and open to seek ways to improve Country Club life. S afe – We take responsibility for creating a safe environment. E mpathy – Every concern, suggestion, or feedback is a welcomed opportunity to understand the feelings and needs of others.

OVERVIEW:

The Facilities Coordinator provides administrative and organizational support to the Facilities Department and serves as a central point of coordination for work orders, purchasing, invoices, vendor documentation, contracts, project administration, scheduling, recordkeeping, and departmental communications. This position works closely with Facilities leadership, Club departments, Finance, Purchasing, contractors, consultants, and vendors to ensure Facilities-related requests and administrative processes are accurately documented, appropriately routed, tracked, and completed in a timely manner. The Facilities Coordinator plays an important role in maintaining the administrative systems and processes necessary to support the efficient operation of the Facilities Department. This is primarily an administrative position and does not perform the technical maintenance, repair, or engineering functions of the department.

ESSENTIAL DUTIES & RESPONSIBILITIES

Work Order Administration Serve as the administrative point of contact for Facilities work requests submitted by Club departments. Enter, review, categorize, and maintain work orders within the Club's work-order management system. Ensure work requests contain appropriate information and supporting documentation. Route work orders to the appropriate Facilities personnel as directed by Facilities leadership. Maintain accurate status information for open, pending, and completed work orders. Monitor aging and outstanding work orders and provide regular status reports to Facilities leadership. Follow up with appropriate personnel regarding outstanding work orders. Communicate work-order scheduling, status, delays, and completion information to requesting departments. Maintain accurate records of completed work orders and supporting documentation. Prepare reports regarding work-order volume, completion, aging, and outstanding requests. Prepare and process purchase requests and purchase orders for Facilities materials, equipment, supplies, and contracted services. Obtain and organize vendor proposals, quotes, and supporting documentation. Track purchase requests through the Club's established approval process. Maintain accurate records of approved purchases, purchase orders, proposals, and invoices. Receive, organize, and route Facilities invoices for appropriate review and approval. Assist Facilities leadership with matching invoices to approved proposals and purchase orders. Research and assist with resolving invoice discrepancies with vendors, Purchasing, and Finance. Maintain organized records of departmental purchases and expenditures. Assist Facilities leadership with expense and budget tracking. Maintain current vendor and contractor contact information. Coordinate vendor appointments and service schedules at the direction of Facilities leadership. Maintain vendor documentation including contracts, proposals, certificates of insurance, warranties, service agreements, and related records. Assist with obtaining proposals and quotes from vendors. Track proposals awaiting review, approval, or additional information. Maintain an organized database of Facilities contracts and service agreements. Track contract effective dates, expiration dates, renewal periods, and notice requirements. Notify Facilities leadership of upcoming contract expirations and renewal deadlines. Coordinate administrative requirements associated with contractor and vendor access. Maintain documentation related to completed vendor work and services. Project Administration Provide administrative support for Facilities repair, renovation, replacement, and capital projects. Establish and maintain organized electronic project files. Maintain project documentation including proposals, approvals, contracts, schedules, purchase orders, invoices, change orders, meeting notes, and closeout documents. Maintain and regularly update the Facilities project log. Track project approvals, deadlines, action items, and outstanding documentation. Schedule project meetings and coordinate calendars. Prepare meeting agendas and supporting materials as requested. Record and distribute meeting notes and action items. Follow up with responsible parties regarding outstanding project items and deadlines. Assist Facilities leadership with tracking project expenditures against approved budgets. Coordinate administrative communication between Facilities, contractors, consultants, Finance, Purchasing, and Club departments. Maintain project closeout documentation, warranties, manuals, and other permanent records. Scheduling & Department Administration Maintain the Facilities Department calendar. Coordinate meetings, vendor appointments, contractor schedules, inspections, service appointments, and other departmental activities. Coordinate scheduling information with affected Club departments. Assist Facilities leadership with planning work around Club events and operational requirements. Prepare correspondence, reports, spreadsheets, presentations, and other departmental documents. Maintain departmental files and electronic recordkeeping systems. Track departmental action items and administrative deadlines. Maintain departmental contact lists, vendor databases, and related records. Assist with departmental budget preparation and ongoing expense tracking. Provide general administrative support to the Director of Facilities and Facilities leadership team. Departmental Communication & Coordination Serve as an administrative liaison between the Facilities Department and other Club departments. Provide departments with updates regarding work orders, scheduled work, vendor visits, and project activity. Prepare and distribute Facilities notices and internal communications as directed. Coordinate communications regarding planned shutdowns, repairs, contractor activities, or operational interruptions at the direction of Facilities leadership. Follow up with departments regarding outstanding information required to complete Facilities requests. Maintain professional and responsive communication with employees, vendors, contractors, and Club leadership.

EDUCATION & EXPERIENCE

High school diploma or equivalent required; Associate's or Bachelor's Degree in Business Administration, Facilities Management, Hospitality Management, Construction Management, or related field preferred. Minimum 2–3 years of administrative or coordinator experience. Previous experience supporting Facilities, Engineering, Construction, Property Management, or a similar operational department preferred. Experience within a private club, luxury hospitality, resort, residential community, or other service-focused organization preferred. Strong proficiency with Microsoft Outlook, Word, Excel, and related business applications. Experience with work-order management, purchasing, project-management, or facilities-management software preferred. Experience processing purchase orders, invoices, contracts, proposals, and vendor documentation preferred. Strong organizational, documentation, and recordkeeping skills. Ability to manage multiple priorities, deadlines, and administrative processes simultaneously. Strong written and verbal communication skills.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Primarily office-based within the Facilities Department, supporting the administrative and coordination needs of a large, complex Club operation. Frequent interaction with Facilities leadership and employees, Club department heads, Finance, Purchasing, vendors, contractors, consultants, and other business partners. Responsible for supporting Facilities operations within a complex hospitality environment operating extended hours and year-round. Work requires managing multiple priorities, including work orders, purchasing, invoices, vendor documentation, contracts, project records, scheduling, and departmental communications. Regular coordination with vendors, contractors, and Club departments regarding scheduled maintenance, projects, service appointments, deliveries, and other Facilities activities. May occasionally require presence in other areas of the Club or at project locations to support meetings, vendor coordination, documentation, or other administrative requirements. Participation in major projects, scheduled maintenance activities, special events, or operational needs may occasionally require flexibility in work hours. Works in a fast-paced environment where organization, accuracy, follow-through, discretion, professionalism, adaptability, and a strong service orientation are essential.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to lift moderate weights and perform physical tasks related to computer management. Long periods of sitting or standing at a workstation. #J-18808-Ljbffr Jimmy Jazz