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Facilities Coordinator

Job Description

Department: Facilities Management [1300]

Job Status: Full Time

FLSA Status: Salary Non Exempt    

Reports To: Facilities Manager

Location: The Woodlands, TX          

Amount of Travel Required: Up to 20%

Work Schedule: Monday - Friday 8:00 a.m. - 5:00 p.m.

Positions Supervised: N/A

AIP: Level 7

POSITION SUMMARY: 

The Facilities Coordinator supports the daily operation, maintenance, safety, and vendor coordination for multiple company sites across various states. This role performs a mix of hands-on maintenance, vendor management, facility inspections, administrative support, and project coordination. The Facilities Coordinator partners closely with Facilities Managers, Senior Facilities Managers, and Facilities Technicians to ensure facilities are safe, operational, compliant, and optimized for business needs.

ESSENTIAL FUNCTIONS: (The following duties and responsibilities are all essential job functions, as defined by the ADA, except for those that begin with the word "may")

• Coordinate the maintenance of multi-site, multi state facilities, both owned and leased, ensuring consistent quality standards.
• Coordinate tasks involving: Mechanical, electrical, and plumbing (MEP), Janitorial services, Landscaping, Pest control, Elevators, Fire and life safety systems, Utilities, General building upkeep (offices, shops, warehouses, yards)
• Coordinate basic repair tasks and escalate larger issues to vendors or Facilities Managers.
• Coordinate maintenance tasks with approved vendors.

• Set up, coordinate, manage, and process invoices for vendors supporting: Janitorial, Landscaping, Pest control, General contractors, Mechanical, Electrical, Plumbing, Elevator service, Fire & Life Safety, Utility providers
• Ensure quality service delivery, adherence to contractual requirements, and timely resolution of issues.
• Serve as the onsite point of contact for vendor access, safety compliance, and work verification.

• Coordinate safety inspections for each site and document findings.
• Coordinate with IT to support site security systems, including: 
  • Access control systems
  • Cameras and surveillance systems
  • Locks, keys, badges
• Coordinate fire/life safety inspections, equipment checks, and compliance tasks.

• Coordinate office moves, seating plans, restacks, and facility reconfigurations.

• Coordinate mechanical, electrical, plumbing, and renovation projects in coordination with facilities leadership.
• Coordinate capital projects, remodels, and facility upgrade through on-site coordination, prep work, and vendor oversight.

• Maintain accurate records in CMMS systems, including work orders, inspections, and vendor documentation.
• Create maintenance, repair, safety, and facility condition reports for Facilities Managers.
• Track inventory of facility supplies, tools, and materials.
• Assist with purchase requests and invoice processing.

• Support company events, inspections, and facility related operational activities.
• Coordinate daily lockup/opening procedures and help monitor facility conditions.
• Performs other related duties as assigned to assist with successful operations and business continuity.

POSITION REQUIREMENTS:

• Successfully passes background check, pre employment drug screening, and any pre employment aptitude and/or competency assessment(s).
• Proficiency in spoken English language.
• Position requires in person, predictable attendance.
• Valid U.S. Driver's License required. Employment is contingent upon meeting company driving standards, including an acceptable Motor Vehicle Record (MVR) in accordance with Company policy.

EDUCATION/EXPERIENCE LEVEL

• High school diploma or GED required; Associate degree or technical schooling required; Bachelor's degree preferred.
• 5+ years of experience in facilities management, building operations, or related fields.
• Experience supporting multi site or multi state operations strongly preferred.
• Hands on experience with MEP systems, basic maintenance tasks, and renovation support.

QUALIFICATIONS, SKILLS, COMPETENCIES, AND ABILITIES

• Strong understanding of mechanical, electrical, plumbing, and general building systems.
• Ability to coordinate and manage vendors across multiple sites.
• Strong organizational and administrative skills, including work order management.
• Excellent communication and customer service skills; able to interact effectively with onsite personnel and leadership.
• Ability to work independently, prioritize tasks, and resolve operational challenges.
• Basic to intermediate computer skills (CMMS systems, email, spreadsheets).
• Strong safety awareness and commitment to regulatory compliance.

Trade & Certification Requirements

• Membership in IFMA or BOMA desirable.
• Actively pursuing Certified Facility Manager (CFM) desirable.
• OSHA 10/30, forklift certification, or trade certifications (electrical, HVAC, plumbing) a plus.

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.

The Facilities Coordinator may require work indoors and outdoors in varying weather conditions and may be required to access various areas of a facility, including mechanical rooms, rooftops, and crawl spaces. While some administrative tasks may be performed at a desk, the role is largely active and hands on. Physical demands include:

• • Mobility & Movement: Frequent standing, walking, climbing, kneeling, stooping, crouching, and reaching overhead. Must be able to navigate tight spaces and elevated platforms.
  • Manual Dexterity & Strength: Regular use of hand and power tools requiring fine motor skills and grip strength. Must be able to lift and carry items weighing up to 50 pounds independently and occasionally push or pull heavier loads.
  • Visual & Auditory Abilities: Requires close range vision and the ability to adjust focus while inspecting equipment or reading schematics. Must be able to hear and distinguish speech, alarms, and mechanical sounds from various sources (e.g., in person, phone, or remote systems).
  • Communication Skills: Ability to speak clearly and audibly when interacting with team members or reporting issues.
  • Environmental Tolerance: While most work is indoors, technicians may be exposed to varying temperatures, noise, dust, or other building related conditions.
  • Work involves walking, lifting up to 50 lbs., climbing ladders, outdoor exposure, and interaction with building systems.

This is an on site role with regular movement throughout facilities; periodic travel to other locations required. Requires occasional lifting, system inspections, and manual tasks.

Work hoursmay includeearly morning, late evenings, and weekends, depending on business necessity.

AAP/EEO STATEMENT

The Company is committed to the cause of equal employment opportunity for all employees and applicants, thus abiding by all applicable state and federal laws. Our practices regarding employment, job promotion, compensation, training, and termination do not discriminate on the basis of race, color, religious creed, age, sex, national origin, veteran's status, disability, pregnancy, genetic information, or any other legally protected status. It is expected that all employees, both management and staff, will fully support these nondiscriminatory policies.

The company has reviewed this job description to ensure essential functions and duties have been included. It is not intended to be an exhaustive list of all functions, responsibilities, skills, and abilities.

Last Revised 08/2026