Facilities Coordinator

Facilities CoordinatorThe 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.QualificationsHigh school diploma or GED preferredMinimum three years' experience in facilities or building operationsKnowledge of mechanical, electrical, plumbing, fire suppression, and grounds maintenanceUnderstanding of commercial kitchen operations and the maintenance needs of commercial kitchen appliances and equipmentBasic automotive knowledge, including routine vehicle maintenance, inspections, and coordination of fleet repairsMust complete a food handler certification within the first 30 days of employmentDemonstrated experience managing vendors and contractors, including obtaining and comparing quotes, scheduling work, and evaluating performanceExperience coordinating or supervising volunteers preferredStrong computer and communication skills, including email, vendor portals, and online billing/invoicing systemsStrong organizational and record-keeping abilitiesAbility to respond to after-hours emergenciesExcellent communication and customer service skillsKey ResponsibilitiesVendor ManagementSource, coordinate, and schedule vendors and contractors for preventive maintenance, repairs, and capital projectsObtain and compare competitive quotes; recommend vendor selection within approved budgetsManage service agreements, warranties, and vendor documentation; track renewals and expirationsEnsure vendors and contractors meet agency insurance and safety requirements before work beginsMonitor vendor performance against scope, schedule, and quality; escalate and resolve issuesServe as primary on-site point of contact for vendors and contractorsFacility OperationsConduct routine inspections of buildings, facility systems, and grounds; address findings promptlyMaintain records of maintenance and inspectionsRespond to maintenance requests and emergencies, ensuring minimal disruption to operationsMonitor and support environmental safety and control measuresAssist with annual equipment inspections and compliance with building codesMaintain inventory of facility assets and supplies (excluding major purchasing)Support recycling, janitorial, and grounds maintenance activitiesIssue access badges and security codes to staffCoordinate, engage, and supervise volunteers who support facility operationsEnsure volunteers have a positive, safe, and productive experienceContribute to meal delivery, meal management, or office support as scheduledWorkplace Environment and Physical DemandsThis role may work in an office, field, or service settingRequires regular use of computers and standard equipment, and communication via phone, email, and in-person is essentialPhysical demands include prolonged periods of sitting or standing, moving within the workspace, and occasional lifting or transporting of items up to 35–50 poundsMeals 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.