Facilities Coordinator

Job Description

Job Description

Description:

Provides administrative, CMMS, purchasing, vendor, and project coordination support for the Facilities Department. Serves as the central coordination point for Limble purchase requests, asset records, department reporting, and project documentation.

• Provide daily administrative and coordination support to the Facilities Manager, Equipment Maintenance, Building Maintenance, and Custodial Leads.
• Maintain accurate CMMS asset records, locations, manuals, warranties, service reports, photographs, and supporting documentation.
• Prepare and track purchase requisitions and purchase orders; obtain quotes as directed; track delivery status; and maintain organized purchasing records.
• Track invoices through the approval process, match invoices to work performed or purchases, assist with coding and documentation questions, and follow up on unresolved items.
• Maintain vendor contact information, proposals, service agreements, warranty information, and supporting records.
• Support capital projects and construction work by tracking schedules, quotes, action items, submittals, change information, project documentation, and closeout records.
• Prepare meeting agendas, action lists, minutes, weekly updates, monthly reports, and other department communications. 
• Maintain department records for fleet, tools and equipment, keys and access, training, certifications, inspections, and other assigned operational documentation. 
• Assist with annual department budget and spend tracking, uniforms, software licenses, vendor costs, equipment, and other operating expenses.
• Maintain organized electronic and paper records and handle financial, employee, vendor, and project information with appropriate confidentiality. 
• Support continuous improvement of department workflows, CMMS data quality, purchasing processes, reporting, and administrative controls.
• Other duties as assigned

• High school diploma, GED, or equivalent required.
• Three or more years of administrative, coordinator, purchasing, facilities, maintenance-support, construction-support, or related experience preferred.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, vendors, and follow-up items in a fast-paced manufacturing environment.
• Strong written and verbal communication skills and the ability to work effectively with maintenance technicians, department leads, production, vendors, Finance, HR, and leadership.
• Strong attention to detail and ability to maintain accurate records, financial documentation, schedules, and asset information.
• Proficiency with Microsoft 365 applications, including Outlook, Excel, Word, and Teams; experience with a CMMS, work-order system, or ERP platform preferred.
• Experience with Limble CMMS is preferred; ability to learn and administer software systems is required.
• Working knowledge of purchase orders, invoices, quotes, budget tracking, and vendor coordination preferred.
• Ability to work independently, identify missing information, solve administrative problems, and follow issues through completion.
• Ability to handle confidential financial, employee, vendor, and project information appropriately.
• Valid driver's license and ability to travel between company facilities as needed.