Facilities Coordinator Job Description Template

Use this Facilities Coordinator job description template to advertise the open roles for free using Longlist.io. You can use this template as a starting point, modify the requirements according the needs of your organization or the client you are hiring for.
Facilities Coordinator Job Description Template

Job Brief

We are looking for a Facilities Coordinator to help us maintain a secure and well-functioning work environment.

Part of your job will be to check devices, structures and systems (e.g. fire alarms and air-conditioners) on a regular basis and identify needs for repairs and renovations. You will also coordinate with external vendors, such as cleaners and insurance agents, and conduct cost analyses when purchasing new systems or services.

To be successful in this role, you should be well-organized and able to prioritize multiple issues. You should also have good knowledge of basic office equipment.

Ultimately, you’ll help our employees, customers and guests get the most out of our facilities.

Responsibilities

  • Arrange for regular maintenance of equipment and internal systems (e.g. heating system, alarms, security cameras)
  • Check rooms and furniture to identify needs for repairs or renovations
  • Restock office and kitchen supplies
  • Design and oversee the schedule for cleaning and disinfecting the building
  • Monitor activities that happen outside the building, such as proper waste disposal and recycling
  • Fix minor malfunctions in office equipment
  • Coordinate office and parking space allocation
  • Keep track of regular and ad-hoc facility expenses
  • Conduct market research and compare costs and benefits when evaluating new vendors
  • Maintain an updated record of invoices from external partners (e.g. suppliers, insurance agents, security guards)
  • Research new services and appliances to facilitate operations
  • Ensure compliance with health and safety regulations

Requirements

  • Work experience as a Facilities Coordinator or similar role
  • Strong knowledge of facilities management operations
  • Familiarity with office equipment and security systems
  • Hands on experience with facilities management software is a plus
  • Understanding of safety regulations in offices
  • Well-organized
  • Sound judgement and the ability to think quickly during emergencies
  • BSc in Facility Management or Business Administration is preferred
  • Additional certification as a facility manager (CFM) will be a plus

What does Facilities Coordinator do?

A Facilities Coordinator is responsible for managing and coordinating various tasks related to the upkeep and maintenance of a facility. On a day-to-day basis, their responsibilities may include:

  1. Managing work orders: Receiving and prioritizing work requests from employees or tenants, ensuring timely completion of repairs or maintenance tasks, and coordinating with the appropriate service providers.

  2. Maintaining facility records: Keeping track of maintenance schedules, equipment warranties, and service contracts. Updating databases or software systems with information on repairs, maintenance activities, and costs.

  3. Coordinating maintenance activities: Scheduling and coordinating regular inspections, repairs, and preventive maintenance for various building systems, such as HVAC, plumbing, electrical, and security systems.

  4. Managing vendor relationships: Communicating with external service providers, obtaining quotes for repair or maintenance work, negotiating contracts, and ensuring compliance with agreed-upon service levels.

  5. Handling facility-related issues: Addressing any facility-related problems or emergency situations, such as power outages, water leaks, or security incidents. Liaising with relevant parties, such as building management, contractors, or emergency services.

  6. Tracking inventory and supplies: Monitoring inventory levels of cleaning supplies, office equipment, and other facility-related items. Placing orders for necessary items, coordinating deliveries, and ensuring adequate stock levels.

  7. Assisting with space planning and moves: Collaborating with department heads or office managers to plan office reconfigurations, moves, or expansions. Coordinating with internal teams or external movers to ensure a smooth transition.

  8. Managing facility-related projects: Assisting with the planning and execution of facility improvement projects, such as renovations, equipment upgrades, or energy efficiency initiatives. Coordinating with contractors, overseeing project timelines, and ensuring compliance with safety regulations.

  9. Conducting inspections: Periodically inspecting the facility to identify maintenance or safety issues, making recommendations for improvements, and ensuring compliance with building codes and regulations.

  10. Providing general support: Assisting with administrative tasks, such as preparing budgets, maintaining expense records, processing invoices, or generating reports related to facility management activities.

Overall, a Facilities Coordinator plays a crucial role in ensuring the efficient and smooth operation of a facility by managing various aspects of its maintenance, repairs, and improvement.