Facilities Coordinator

Serves as a key business and operational partner to the Vice President of Facilities, providing administrative oversight and operational support across all Facilities functions. This position is responsible for coordinating daily departmental operations, managing vendor relationships, supporting financial planning and budgeting activities, ensuring permit and regulatory compliance, processing and tracking invoices, monitoring departmental performance metrics, and assisting with strategic planning initiatives.

Works closely with external vendors, contractors, and regulatory agencies to support efficient facility operations, maintain service excellence, and ensure compliance across the organization's corporate offices, administrative facilities, and branch network.

• Manages and coordinates the daily administrative operations of the Facilities Department while providing direct operational and analytical support to the Vice President of Facilities.
• Reviews, codes, verifies, processes, and tracks departmental invoices; reconciles supporting documentation and coordinates the resolution of discrepancies to ensure timely and accurate payment. Verifies invoice accuracy against contracts, work orders, purchase orders, service agreements, and approved budgets.
• Supports the development and administration of operating and capital budgets, including expenditure tracking, forecasting, variance analysis, long-range planning, and capital improvement planning.
• Develops executive dashboards, presentations, and reports that communicate departmental KPIs, service levels, financial results, and operational performance.
• Coordinates vendor administration, including communications, service delivery, contract records, insurance certificates, performance monitoring, bid processes, evaluations, and procurement activities.
• Coordinates permits, licenses, inspections, regulatory filings, audits, and risk assessments; maintains required compliance documentation and track identified deficiencies through resolution.
• Develops and maintains departmental policies, procedures, operational standards, databases, work order systems, contract records, and reporting tools.
• Coordinates project administration, including tracking schedules, budgets, vendor performance, deliverables, and supporting documentation.
• Coordinates departmental meetings, prepare agendas and meeting notes, and monitor action items through completion.
• Collaborates with Finance, Procurement, Risk Management, Security, Information Technology, and other business units to support departmental and organizational objectives.
• Provides analytical support for strategic initiatives and identify opportunities to improve operational efficiency, reduce costs, and enhance service delivery. • Bachelor's degree in Business Administration, Facilities Management, Finance, Accounting, Operations Management, or related field; or equivalent combination of education and experience.
• Minimum Three (3) years of experience in facilities administration, business operations, financial administration, project coordination, property management, or related operational support roles.
• Experience with budget administration, invoice processing, financial reporting, and vendor management.
• Strong organizational, analytical, and problem-solving skills.
• Proficiency with Microsoft Office Suite, including Excel, PowerPoint, Word, and Outlook.
• Experience utilizing reporting tools, database systems, work order management systems, and AI-based productivity tools.
• Ability to manage multiple priorities while maintaining attention to detail and accuracy.
• Excellent verbal, written, and interpersonal communication skills.
• Ability to maintain confidentiality and exercise sound business judgment.
• Strong customer service orientation and commitment to operational excellence. The ideal candidate is a highly organized and self-motivated professional who thrives in a fast-paced environment and enjoys balancing operational, administrative, financial, and compliance responsibilities. They possess strong analytical capabilities and are comfortable partnering with leadership to support decision-making and departmental performance. Additionally, the ideal candidate will have:
• Working knowledge of facilities operations, maintenance programs, permitting, compliance requirements, and vendor administration.
• Experience with budget tracking, financial reporting, and invoice management.
• Advanced Excel skills, including pivot tables, forecasting, and data analysis.
• Experience preparing executive-level reports, dashboards, and presentations.
• Ability to identify process improvement opportunities and implement effective solutions.
• Strong project coordination and organizational skills.
• Demonstrated ability to build productive relationships with vendors, contractors, and internal stakeholders.
• A proactive mindset with a commitment to continuous improvement and operational excellence.