Facilities Coordinator
The Facilities Coordinator is responsible for managing building and equipment maintenance schedules, coordinating office space allocation, and ensuring that health and safety policies are followed.
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Sample Job Descriptions for Facilities Coordinator
Below are the some sample job descriptions for the different experience levels, where you can find the summary of the role, required skills, qualifications, and responsibilities.
Junior (0-2 years of experience)
Summary of the Role
The Facilities Coordinator will assist with the day-to-day operational management of the office environment, ensuring a safe, secure, and well-maintained facility that meets environmental, health, and security standards. The role involves coordinating with vendors and staff, overseeing maintenance tasks, and supporting the implementation of new processes and systems.
Required Skills
- Organizational skills
- Communication skills
- Problem-solving abilities
- Time management
- Basic technical aptitude
- Teamwork and collaboration
- Adaptability
- Customer service oriented
Qualifications
- Bachelor's degree in Facilities Management, Business Administration, or related field is preferred but not required.
- Knowledge of basic maintenance tasks and understanding of building systems.
- Ability to manage multiple tasks and prioritize effectively.
- Strong organizational and communication skills.
- Attention to detail and ability to work under pressure.
- Basic computer skills and proficiency in office software applications.
Responsibilities
- Assist in the management and maintenance of facility infrastructure, including HVAC, electrical, and plumbing systems.
- Coordinate with vendors and contractors for facility-related tasks and ensure services are delivered on time and within budget.
- Support the implementation of health and safety policies and conduct regular facility inspections.
- Assist in space planning and office moves, ensuring minimal disruption to operations.
- Manage inventory of office supplies and equipment, and reorder as necessary.
- Respond to facility-related issues and emergencies in a timely manner.
- Assist with setting up and coordinating meetings and events, including room setups and catering.
- Maintain records of maintenance, repairs, and inspections.
- Collaborate with the facilities team on projects aimed at improving facility operations.
Intermediate (2-5 years of experience)
Summary of the Role
The Facilities Coordinator is responsible for ensuring the smooth operation of office and building services. This role involves coordination of maintenance and repairs, management of vendor contracts, and overseeing the safety and compliance of the facility.
Required Skills
- Excellent communication and interpersonal skills
- Strong problem-solving skills
- Proficiency in Microsoft Office Suite and facilities management software
- Detail-oriented with the ability to oversee projects from origin through execution
- Ability to analyze information and make informed decisions
- Time management skills and the ability to prioritize tasks
Qualifications
- A bachelor's degree in facilities management, business administration, or a related field.
- 2-5 years of experience in facilities coordination or a similar role.
- Knowledge of OSHA and other relevant health and safety regulations.
- Experience with vendor management and contract negotiations.
- Strong organizational and project management skills.
- Ability to work independently and handle multiple tasks simultaneously.
Responsibilities
- Oversee and coordinate all building maintenance and repairs to ensure a safe and efficient work environment.
- Manage vendor contracts and relationships, including negotiating terms and ensuring quality of services.
- Conduct regular facility inspections to ensure compliance with health and safety regulations.
- Coordinate office moves and space planning to accommodate growing staff and changing business needs.
- Assist in the development and implementation of facility management programs including preventative maintenance and life-cycle requirements.
- Act as a liaison between company employees and facility management vendors.
- Respond to emergency situations or other urgent issues involving the facility.
- Maintain inventory of office supplies and equipment, and manage procurement as necessary.
Senior (5+ years of experience)
Summary of the Role
The Facilities Coordinator is responsible for ensuring the optimal functioning of a company's buildings and associated services. They manage the maintenance of facilities, coordinate renovations, adhere to safety regulations, and assist with space management. The ideal candidate will oversee various building-related activities, prioritize tasks, and efficiently handle facility issues.
Required Skills
- Analytical and critical thinking.
- Problem-solving skills.
- Ability to work independently and in a team environment.
- Strong organizational and leadership abilities.
- Attention to detail.
- Proficient in MS Office and facility management software (e.g., CAFM).
Qualifications
- Bachelor's degree in facility management, engineering, or relevant field.
- Proven experience as facilities coordinator or relevant position.
- Knowledge of basic accounting and finance principles.
- Excellent verbal and written communication skills.
- Strong project management and multitasking skills.
- Working knowledge of electrical and mechanical systems.
- Understanding of facility management best practices.
Responsibilities
- Oversee and coordinate all facility maintenance and repair activities.
- Manage contracts and relations with cleaning, catering and security services.
- Ensure compliance with health and safety standards and industry codes.
- Coordinate office space allocation and layout.
- Plan and manage facility central services such as reception, security, and cleaning.
- Manage budgets and forecast facility’s needs including rent, utilities, space requirements, and more.
- Respond to facility and equipment alarms and system failures.
- Provide prompt response to requests and issues from facility occupants.
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