Facilities Coordinator

Be the connection point that keeps Benchmark’s communities running smoothly.
Behind every well-maintained community is a team that keeps the details moving: the invoices, the contracts, the projects, and the follow-through. As our Facilities Coordinator, you’ll be the organized, proactive partner at the center of it all, supporting the Senior Director of CapEx & Facilities and helping make our Facilities and Capital Expenditure work more efficient and accountable across the organization. Reports to the Senior Director of CapEx & Facilities

The Facilities Coordinator provides centralized operational and administrative support to the Facilities and Capital Expenditure functions across the organization. Reporting directly to the Senior Director of CapEx & Facilities, this position plays a key role in improving efficiency, accountability, communication, and follow-through across Facilities operations.

The Facilities Coordinator will support the management of vendor contracts and service agreements, TELS performance and data integrity, capital project invoicing and closeout, vendor relationships, reporting, and other Facilities-related initiatives. This role serves as a critical connection point between the Senior Director of CapEx & Facilities, Regional Facilities Directors, community leadership, Finance, Procurement, Accounts Payable, and vendor partners.

The successful candidate will be highly organized, detail-oriented, proactive, and comfortable managing multiple priorities across the organization.

PRINCIPLE DUTIES AND RESPONSIBILITIES

Primary support to the Senior Director of CapEx & Facilities and the CapEx Manager.

Follow up with vendors, Regional Facilities Directors, Communities, Accounts Payable, and Capex regarding outstanding or missing Capital invoices.
Support Facilities leadership with ongoing administration, reporting, and performance management within the TELS platform.
Identify incomplete, overdue, or inaccurate information and coordinate follow-up with Regional Facilities Directors and community Plant Operations teams.
Assist with ensuring communities and vendors are operating within approved contract terms, scopes, and pricing.
Identify outstanding invoices, aged commitments, missing documentation, and other items that could prevent timely project closeout.
Coordinate with Procurement, Legal, Finance, Regional Facilities Directors, communities, and vendor partners as required.
Support scheduling and coordination of Facilities meetings, vendor meetings, training sessions, and portfolio initiatives.
Assist with preparation of Facilities reports, presentations, scorecards, meeting materials, and communications.
Assist with monitoring portfolio-wide initiatives and identifying items requiring escalation or additional follow-up.
Assist vendor partners with navigating appropriate Facilities processes and points of contact.

REQUIRED SKILLS / ABILITIES

Highly organized with strong attention to detail and follow-through.
Demonstrated ability to manage multiple priorities, deadlines, and stakeholders simultaneously.
Strong written and verbal communication skills.
Ability to proactively identify outstanding items and drive them toward resolution.
Strong relationship-management skills with both internal teams and external partners.
Comfortable working with financial information, invoices, purchase orders, budgets, contracts, and supporting documentation.
Strong analytical skills with the ability to identify trends, discrepancies, and opportunities for process improvement.
Proficient with Microsoft Excel, Outlook, PowerPoint, Teams, and related business applications.
Coordinate and lead monthly facility meetings that are focused on capex projects timing, spending, and completion dates.
Support Capex Manager with updated capex projections based on the most up to date project spend and completion.
Support the company wide unit renovation program by working with operations and the Capex Manager on tracking unit holds, completion, and unit punches.
Support Asset Managers with investors reporting requests alongside Capex.
Ability to learn and effectively utilize TELS and other Facilities technology platforms.
Demonstrated discretion when working with confidential financial, contractual, and business information.
Ability to adapt to changing priorities within a fast-paced, multi-site operating environment.

EDUCATION / EXPERIENCE

Associate or bachelor’s degree in Business Administration, Facilities Management, Finance, Construction Management, or related field preferred.
3+ years of experience in facilities administration, project coordination, property management, construction administration, vendor management, or a related field preferred.
Senior living, healthcare, hospitality, or multi-site property management experience is a plus.

As a Home Office associate at Benchmark, you will have immediate access to a variety of benefits including, but not limited to, the following:

10 paid holidays plus 1 floating holiday

Vacation and Health & Wellness Paid Time Off

Tuition Reimbursement Program

Physical & Mental Health Wellness Programs

Medical, Vision & Dental Benefits provided by Blue Cross Blue Shield

401K Retirement Plan with Company Match

Long Term Care Insurance

Company-provided Life Insurance & Long-Term Disability

Benchmark Senior Living is committed to fostering, cultivating, and preserving a culture of diversity, equity, and inclusion.

We embrace and encourage our associates’ differences in age, color, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics that make our associates unique.