Facilities Coordinator

Facilities CoordinatorJob Description

Department: Facilities Management

Job Status: Full Time

FLSA Status: Salary Non-Exempt

Reports To: Facilities Manager

Location: The Woodlands, TX

Amount of Travel Required: Up to 20%

Work Schedule: Monday - Friday, 8:00 a.m. – 5:00 p.m.

Positions Supervised: N/A

AIP: Level 7

POSITION SUMMARY:

The Facilities Coordinator supports the daily operation, maintenance, safety, and vendor coordination for multiple company sites across various states. This role performs a mix of hands‑on maintenance, vendor management, facility inspections, administrative support, and project coordination. The Facilities Specialist partners closely with Facilities Managers, Senior Facilities Managers, and Facilities Technicians to ensure facilities are safe, operational, compliant, and optimized for business needs.

ESSENTIAL FUNCTIONS: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may.")

Facility Operations & Maintenance

• Support the maintenance of multi‑site, multi‑state facilities, ensuring consistent quality standards.
• Perform and/or coordinate tasks involving:
  • Mechanical, electrical, and plumbing (MEP)
  • Janitorial services
  • Landscaping
  • Pest control
  • Elevators
  • Fire and life‑safety systems
  • Utilities
  • General building upkeep (offices, shops, warehouses, yards)
• Perform basic repair tasks and escalate larger issues to vendors or Facilities Managers.
• Self‑perform maintenance tasks when qualified, or delegate to approved vendors.

Vendor & Contractor Management

• Set up, coordinate, manage, and process invoices for vendors supporting:
  • Janitorial
  • Landscaping
  • Pest control
  • General contractors
  • Mechanical
  • Electrical
  • Plumbing
  • Elevator service
  • Fire & Life Safety
  • Utility providers
• Ensure quality service delivery, adherence to contractual requirements, and timely resolution of issues.
• Serve as the on‑site point of contact for vendor access, safety compliance, and work verification.

Safety, Security & Emergency Support

• Perform safety inspections for each site and document findings.
• Administer and support site security systems, including:
  • Access control systems
  • Cameras and surveillance systems
  • Locks, keys, badges
• Identify and address breakdowns in security parameters or guidelines.
• Prepare facilities for emergencies and severe weather, including staging materials, securing assets, and assisting with response activities.
• Support fire/life‑safety inspections, equipment checks, and compliance tasks.

Workplace & Space Planning

• Assist with office moves, seating plans, restacks, and facility reconfigurations.
• Support warehouse and laydown yard organization and optimization.
• Prepare work areas, conference rooms, and common areas as needed.

Project & Renovation Support

• Assist in overseeing mechanical, electrical, plumbing, and renovation projects in coordination with facilities leadership.
• Support capital projects, remodels, and facility upgrades through on‑site coordination, prep work, and vendor oversight.

Administrative & Reporting Duties

• Maintain accurate records in CMMS systems, including work orders, inspections, and vendor documentation.
• Create maintenance, repair, safety, and facility condition reports for Facilities Managers.
• Track inventory of facility supplies, tools, and materials.
• Assist with purchase requests and invoice processing.

Other Duties

• Support company events, inspections, and facility‑related operational activities.
• Perform daily lockup/opening procedures and help monitor facility conditions.
• Perform additional facilities duties as assigned.