Facilitator Coordinator

Position Summary

The Facilities Coordinator is responsible for coordinating and supporting the day-to-day facilities operations of SERCO of Texas offices and workforce centers. This position serves as the primary point of contact for facility-related requests and ensures facilities remain safe, functional, compliant, and well-maintained.

The Facilities Coordinator oversees work order management, vendor coordination, building systems monitoring, facility inspections, asset management, preventive maintenance programs, workplace safety activities, and facilities reporting. The position works closely with office leadership, landlords, vendors, contractors, and internal departments to support operational continuity across multiple office locations.

This position performs operational and administrative facilities functions but does not have authority for budget approvals, vendor contract execution, strategic planning, capital expenditure approvals, or final procurement decisions.

Essential Duties and Responsibilities

Facilities Operations

• Receive, prioritize, track, and coordinate facility-related service requests and work orders.
• Monitor open work orders and ensure timely resolution of maintenance and repair issues.
• Coordinate facility repairs and maintenance activities with vendors, contractors, landlords, and internal stakeholders.
• Conduct routine facility inspections and document findings, deficiencies, and corrective actions.
• Monitor facility conditions and identify maintenance needs before they become operational issues.
• Assist with office renovations, relocations, furniture installations, and workspace modifications.
• Coordinate office moves, workstation setups, furniture relocations, and equipment placement.
• Assist with office signage installation, replacement, and maintenance.
• Serve as the primary day-to-day contact for facility-related requests from workforce centers and administrative offices.

Building Systems Oversight

• Conduct preliminary assessments of facility-related issues involving HVAC, plumbing, electrical, lighting, roofing, and general building systems.
• Review vendor diagnoses, repair recommendations, and proposed scopes of work for reasonableness, completeness, and accuracy prior to management review and approval.
• Assist in evaluating repair and replacement options by comparing vendor proposals, service recommendations, timelines, and cost estimates.
• Identify situations where additional quotes, technical reviews, inspections, or second opinions may be appropriate to support informed decision-making.
• Monitor building systems performance and identify recurring maintenance concerns, trends, and operational risks.
• Coordinate follow-up activities related to building system repairs and preventive maintenance efforts.
• Assist with facility improvement projects, renovations, and building-related capital planning initiatives.
• Maintain documentation related to building systems, repairs, inspections, warranties, and maintenance histories.
• Support the Assistant Director of Facilities and Operations in evaluating facility needs and developing recommendations for operational improvements.
• Assist in ensuring building systems remain safe, functional, compliant, and supportive of organizational operations.

Vendor and Contractor Coordination

• Schedule and coordinate vendors, service providers, contractors, and maintenance personnel.
• Track vendor performance and ensure contracted services are completed satisfactorily.
• Maintain vendor records, service agreements, certificates of insurance, warranties, and service histories.
• Obtain quotes and supporting documentation for review and approval.
• Monitor vendor responsiveness and escalate unresolved issues as necessary.
• Assist in coordinating landlord communications regarding facility maintenance concerns.

Preventive Maintenance and Asset Management

• Maintain preventive maintenance schedules for facilities and building equipment.
• Track maintenance activities and ensure completion of required service intervals.
• Maintain inventory records for furniture, equipment, and facility assets.
• Conduct periodic asset inventories and assist with asset audits.
• Coordinate asset transfers, replacements, and disposals in accordance with company procedures.
• Maintain accurate facility and asset records.
• Support inventory reconciliation and documentation efforts.

Compliance, Safety, and Risk Management

• Support workplace safety initiatives and facility compliance programs.
• Conduct safety inspections and identify potential hazards and operational risks.
• Maintain facility compliance checklists and supporting documentation.
• Monitor compliance with workplace safety standards and facility-related requirements.
• Ensure required inspections, certifications, and maintenance activities are completed timely.
• Assist with emergency facility responses and incident documentation.
• Report safety concerns, compliance issues, and facility risks to leadership.
• Support business continuity and workplace safety initiatives.

Reporting and Documentation

• Maintain facility databases, dashboards, work order systems, and operational reports.
• Track facility performance metrics and provide regular updates to management.
• Prepare reports regarding work orders, maintenance activities, inspections, asset inventories, and vendor performance.
• Maintain organized records and documentation related to facilities operations.
• Monitor trends and identify opportunities for operational improvements.

Customer Service and Office Support

• Respond promptly to facility issues and provide status updates to stakeholders.
• Build positive working relationships with staff, vendors, contractors, landlords, and service providers.
• Support office operations by ensuring facilities remain functional, safe, and professional.
• Provide timely communication regarding maintenance activities, repairs, and facility projects.

Other Duties

• Participate in special projects related to facilities management and operational improvements.
• Support organizational initiatives related to facilities, safety, compliance, and workplace operations.
• Perform other duties as assigned.

Minimum Qualifications

Education

• High School Diploma or GED required.

Experience

• Minimum of three (3) years of experience in facilities coordination, facilities maintenance, office operations, property management, maintenance administration, workplace services, construction coordination, or a related field.
• Experience coordinating vendors, contractors, maintenance providers, or facility service activities.
• Experience managing multiple priorities and operational processes.

Preferred Qualifications

• Associate degree, technical certification, or professional training in Facilities Management, Building Maintenance, Construction Management, Property Management, Business Administration, or a related field.
• Experience supporting multiple office locations.
• Experience with facility inspections, workplace safety programs, or compliance activities.
• Experience maintaining asset inventories and conducting audits.
• Experience with facilities management software, asset management systems, or work order tracking systems.

Knowledge, Skills, and Abilities

• Working knowledge of commercial building operations and maintenance practices.
• Working knowledge of HVAC, plumbing, electrical, lighting, roofing, and general building systems.
• Ability to review vendor proposals, maintenance recommendations, and repair scopes of work.
• Ability to identify potential maintenance issues and coordinate appropriate corrective actions.
• Strong organizational and time-management skills.
• Ability to manage multiple projects and priorities simultaneously.
• Strong written and verbal communication skills.
• Strong customer service and relationship-building skills.
• Ability to coordinate vendors and contractors effectively.
• Ability to exercise sound judgment and independent decision-making within assigned authority.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams, and SharePoint.
• Ability to maintain accurate records and documentation.
• Ability to maintain confidentiality when handling sensitive information.

Physical Requirements

• Ability to travel between office locations as needed.
• Ability to walk facilities and conduct inspections.
• Ability to climb stairs and access various areas of office facilities.
• Ability to occasionally lift, carry, push, or pull items weighing up to 25 pounds.
• Ability to sit, stand, bend, reach, and move throughout office environments.
• Ability to operate standard office equipment.

Work Environment

This position operates primarily in a professional office environment with regular visits to workforce centers and administrative offices. The employee may occasionally be exposed to construction, maintenance, repair, and renovation activities while conducting inspections or coordinating facility projects.

Occasional after-hours support may be required for emergencies, office moves, facility projects, severe weather events, or business continuity activities.

Travel Requirements

Travel within assigned service areas and office locations is required. Occasional overnight travel may be necessary to support operational needs, facility projects, training, inspections, or organizational initiatives.

Disclaimer

This job description is intended to describe the general nature and level of work performed by employees assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify duties and responsibilities as business needs require.

The posting is expected to remain open through July 7, 2026; however, SERCO of Texas reserves the right to close the posting earlier should a sufficient pool of qualified candidates be identified. Interested applicants are encouraged to apply as soon as possible.