Facilities Operations Coordinator

Job Description

Job Description

Company Overview

Asset Living is a third-party management firm and a proven partner in fostering thriving communities nationwide. Founded in 1986, Asset Living has decades of experience delivering exceptional value to our partners. Since the beginning, our undeniable passion has driven our organic growth from a small property management firm to one of the most trusted allies in real estate. Asset Living's growing portfolio includes a multitude of properties across the country that span the multifamily, single-family home rentals, affordable housing, build-to-rent, active adult, and student housing divisions.  

Asset Living is a fast-growing company made up of talented individuals from diverse backgrounds that differentiate us and help us drive innovation and results for our clients and communities across the US. At Asset Living, we wholeheartedly believe 'Together We Lead, Together We Succeed'. We empower each other to lead by example, collaborate, and evolve – inspired by our belief that we can continually improve as individuals and as an organization. Together, we create an environment where every voice is heard, every idea is valued, and every individual experiences opportunities to grow as our company grows. When you join Asset Living, you become part of a dynamic team that thrives on unity, unique talents, and a universal culture of winning.    

Recognized as one of the nation's Best and Brightest Places to Work and ranked in the NMHC top 50 professionals, join Asset Living because of its reputation as the most trusted partner in real estate, workplace culture, and growth opportunities. Asset Living is a member of The Institute of Real Estate Management (IREM) and is recognized as an Accredited Management Organization (AMO). Together, we lead the way, and together, we achieve excellence in all that we do. Join a workplace where success is a collective journey and leadership is a shared responsibility.   

Facilities Coordinator

The Facilities Operations Coordinator plays a vital role in supporting the efficient management of facilities operations. This position is responsible for scheduling floating facilities staff, approving timesheets, coordinating administrative tasks, and managing billing for facilities services. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Essential Duties & Responsibilities

Scheduling & Workforce Coordination:

• Develop and maintain schedules for floating facilities staff to ensure adequate coverage across all locations.
• Adjust schedules as needed to accommodate absences, workload demands, or emergencies.
• Serve as the primary point of contact for scheduling inquiries from staff and management.

Timekeeping & Payroll Support:

• Review and approve facilities support staff timesheets for accuracy and compliance with policies.
• Coordinate with HR and Payroll to resolve any discrepancies or issues related to time tracking.

Billing & Financial Administration:

• Prepare and process billing for facilities services, ensuring accurate invoicing for internal and external clients.
• Track and reconcile service charges, coordinating with accounting as needed.

Administrative & Travel Coordination:

• Assist in the administration of capital project contracts, ensuring compliance with terms and conditions.
• Arrange travel for facilities staff, including booking accommodations, flights, and ground transportation.
• Manage expense reporting for facilities staff, ensuring timely submission and compliance with company policies.
• Maintain records, reports, and documentation related to facilities operations.

General Support & Process Improvement:

• Act as a liaison between facilities teams, vendors, and internal departments to ensure smooth operations.
• Identify opportunities to streamline scheduling, billing, and administrative processes.
• Support leadership with reporting and data analysis related to facilities operations.

Experience & Education:

• Proven experience in facilities coordination, administrative support, or scheduling.
• Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines.
• Proficiency in scheduling software, timekeeping systems, and billing processes.
• Excellent communication and interpersonal skills to work effectively with staff at all levels.
• High attention to detail and ability to problem-solve in a dynamic work environment.
• Experience with expense management and travel coordination is a plus.
• Prior experience in facilities operations, workforce scheduling, or a similar role within property management, construction, or service industries preferred.

This job description should not be considered all-inclusive. It is merely a guide of expected duties. The employee understands that the job description is neither complete nor permanent and may be modified at any time. At the request of their supervisor, an employee may be asked to perform additional duties or take on additional responsibilities without notice. This is a safety-sensitive position and may be subject to additional compliance requirements.