Facilities and Operations Coordinator

• Responsibilities include, but are not limited to, the following:
• Administrative & Compliance Coordination
• Provides desk-based operational and administrative support to ensure facility activities align with departmental goals and regulatory standards.
• Coordinates preventative maintenance scheduling and logs work orders within the computerized maintenance management system.
• Tracks and maintains schedules for required Department of Buildings (DOB) and municipal inspections, including elevators, fire alarms, sprinkler standpipes, emergency lighting, and fire extinguishers.
• Serves as administrative contact for utility accounts, assisting Accounts Payable with routine invoice tracking and data logging.
• Maintains central physical and digital archives for building records, permits, and municipal paperwork.
• Reviews operational procedures and assists leadership in drafting revised compliance documentation and risk-mitigation guidelines.
• Data Analytics & Operations Support
• Maintains operational dashboards and prepares regular KPI reports covering response times, budget tracking, and preventative maintenance compliance.
• Prepares Tableau reports, data summaries, and presentation decks for leadership, committee, and board meetings.
• Tracks project timelines, deliverables, and associated financial documentation for ongoing facility initiatives at the direction of leadership.
• Supports sustainability programs by tracking energy consumption data and reporting on carbon footprint reduction targets.
• Coordinates vendor access, schedules contractor site visits, and organizes incoming documentation for contract proposals and bid packages.
• Education/Experience
• Bachelor of Arts or Bachelor of Science degree.
• Minimum 1–3 years of experience in business administration, operational support, or facility coordination.
• Proven track record in individual contributor roles focusing on administrative coordination and process management.
• Knowledge/Skills/Abilities
• Strong analytical and data visualization skills, including proficiency in Microsoft Excel and Tableau.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent organizational skills, attention to detail, and ability to manage multiple tracking systems simultaneously.
• Strong written and verbal communication skills for cross-functional liaison and vendor scheduling.
• Ability to work independently to research operational data and compile summaries for management.

None flagged.