Coordinator 3, Facilities

Required Skills & Experience 

Facility Documentation & Compliance Tracking: Maintain and 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, identify root cause (e.g., roof, HVAC, utilities), and decide the proper vendor or solution quickly. 

Facility Operations Knowledge: Demonstrate strong 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 ensure prompt resolution 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 and keep a 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 cause and appropriate resolution path. 

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

• 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, maintaining security records, and implementing lock changes 

• Organizing facility preparations for special events by 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 ensure optimal building 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 and maintaining accurate records 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 implementing facility conservation measures 

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

• Other duties and responsibilities as assigned.