Facilities Coordinator

Job Description Job Description: management operations for the Weatherford College account, replacing the incumbent in this role. This hands-on, on-site role serves as the operational hub of the account, coordinating maintenance, custodial, and vendor teams while overseeing the administrative, financial, and compliance activities that keep the account audit-ready and client reporting on schedule. Serves as an on-site liaison for campus stakeholders. The Coordinator partners with the Facilities Manager, Accounting/Finance, and Weatherford College stakeholders to manage budgets, invoice coding, work orders, compliance records, and operational reporting in support of efficient, transparent account management. Key Responsibilities Financial Reporting, Budgeting & Invoice CodingManage vendor invoicing in accordance with Lincoln accounting standards and the Weatherford College contract structure. Review invoices for accuracy against purchase orders, contracts, and work order documentation before routing for approval and payment; research and resolve coding discrepancies and billing disputes. Track monthly spend against the operating budget across maintenance, custodial, grounds, and utilities cost categories; flag variances and support the Facilities Manager in preparing variance explanations. Maintain purchase order logs, expense trackers, and reimbursable-expense documentation to support monthly and annual account reporting. Assist with annual budget preparation, forecasting inputs, and capital/repair project cost tracking. Support month-end close activities, including accrual estimates, open PO reconciliation, and supporting documentation for Lincoln Accounting/Finance. Compliance & Recordkeeping Maintain organized, audit-ready records of compliance certificates, inspection reports, safety data sheets (SDS), preventive maintenance (PPM) logs, and warranty documentation. Support tracking of higher-education compliance obligations relevant to the account, including fire/life-safety records, emergency system testing logs, and safety audit action items. Coordinate with the Facilities Manager on Texas public-institution procurement and reporting requirements applicable to vendor and contract documentation. Maintain contract, vendor, and subcontractor files, including current insurance certificates, licenses, and scope-of-work documentation. Support incident reporting, corrective-action tracking, and follow-up documentation for safety and compliance events. Work Order & CMMS Coordination Serve as the primary point of contact for incoming work order requests from Weatherford College faculty, staff, and administration; log, assign, and track requests through the CMMS/work order system. Monitor work order aging, response times, and completion rates; escalate overdue or high-priority items to the Facilities Manager. Maintain the asset register, equipment inventory, and preventive maintenance schedules within the CMMS. Generate CMMS-based KPI reports (work order volume, completion time, PPM compliance) to support account performance reviews and client reporting. Vendor & Subcontractor Administration Coordinate scheduling, site access, and documentation for subcontractors performing maintenance, mechanical, life-safety, and specialty trade work. Maintain subcontractor proposals, invoices, insurance certificates, and closeout documentation. Support the RFQ/quote process for repair and small-project work, compiling bids for the Facilities Manager's review. Administrative & Account Support Provide administrative support to the Facilities Manager/Account Manager, including correspondence, scheduling, meeting preparation, and document management. Lead/support campus inspections and regular site walks to ensure everything is in proper order. Support onboarding and administrative processing for FM staff, including timekeeping support in partnership with HR during the custodial staff transition. Maintain digital and physical filing systems for contracts, invoices, compliance records, and correspondence. Assist with special event logistics coordination (setup requests, staffing needs, campus calendar conflicts) alongside the Custodial Supervisor and maintenance/grounds teams. Support inventory tracking and purchasing coordination for facilities supplies and equipment, in partnership with the Custodial Supervisor. Other Duties Build relationships with Weatherford College stakeholders, including Business Office, Purchasing, and Facilities contacts. Support account mobilization, go-live, and stabilization activities. Identify process improvement and innovation opportunities for reporting, invoice workflows, and CMMS utilization. Perform other duties as assigned. Qualifications Required Must have a minimum high school education. Associates, B.A. or B.S. college degree preferred. 2–3 years of facility operations experience — facilities coordination, property management/administration, or a similar operations-support role. Relevant ed #J-18808-Ljbffr