Facilities Coordinator Job Description Template

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.