Coordinator 3, Facilities

Required Skills & Experience

Facility Documentation & Compliance Tracking:Maintainand manage building inspection records, fire inspection documentation, recurring compliance reports, and ensure all records are accurately tracked and stored in systems such as SharePoint.

Work Orders & Invoice Processing:Manage and document work orders (iOffice) and process vendor invoices in Oracle Fusion, including approving, rejecting, and tracking payment status tied to completed work.

Vendor Management & Coordination:Coordinate with vendors to ensure services are completed accurately and on time, including troubleshooting access issues and validating work performed prior to payment.

Facilities Troubleshooting:Diagnose facility issues such as leaks or system failures,identifyroot cause (e.g., roof, HVAC, utilities), anddecidetheproper vendoror solution quickly.

Facility Operations Knowledge:Demonstratestrong knowledge of building systems and site operations, including utilities, emergency shut-offs, power suppliers, and physical layout of the facility.

Communication & Stakeholder Alignment:Clearly communicate facility needs, requirements, and expectations to internal teams and vendors to ensurepromptresolution and operational continuity.

Field Operations & Mobility:Comfort working in tight, uneven spaces and outdoor environments, with the ability to travel 25–30% between regional sites andkeepa valid driver’s license.

Key Responsibilities

• Manage facility documentation including inspection records, compliance tracking, and filing in SharePoint.

• Generate and track internal work orders and coordinate completion of maintenance activities.

• Process vendor invoices in Oracle Fusion, including approval and rejection workflows.

• Coordinate vendors for maintenance, repairs, and facility services across multiple locations.

• Troubleshoot facility issues and determine root causeand appropriate resolution path.

• Maintain awareness of building systems including utilities, power sources, and emergencyshutoffs.

• Support safety and compliance inspections including fire systems and recurring building checks.

• Travel between sites to support facility operations and vendor coordination (25–30%).

• Communicate effectively with internal stakeholders and external partners to ensure service delivery.

• Coordinating facility space planning activities by analyzing blueprints and developing effective furniture layouts for construction projects

• Supporting project management activities through vendor evaluation, performance monitoring, and documentation of building-related services

• Managing building access control systems including coordinating key distribution,maintainingsecurity records, and implementing lock changes

• Organizing facility preparations forspecial eventsby coordinating vendor services, equipment setup, and space arrangements

• Maintaining comprehensive inventory systems for tracking furniture, fixtures, and equipment across multiple facility locations

• Implementing preventive maintenance schedules and coordinating routine facility inspections to ensureoptimalbuilding conditions

• Analyzing facility-related issues and recommending process improvements to enhance service delivery and operational efficiency

• Contributing to facility documentation updates by gathering operational data andmaintainingaccuraterecords of building systems

• Participating in facility safety programs by conducting regular inspections and coordinating emergency preparedness activities

• Supporting sustainability initiatives through monitoring utility usage and implementingfacility conservation measures

• Regular,consistent,and punctual attendance. Must be able to work nights and weekends, variable schedule(s)andovertimeas necessary.

• Other duties and responsibilities as assigned.