Building Maintenance Coordinator

The Building Maintenance Coordinator plays a critical role in ensuring the smooth operation, safety, and efficiency of our organization’s physical environment. This position is essential to uphold our commitment to productivity, compliance, and the wellbeing of staff and visitors.

Responsibilities

Operational Efficiency and Workplace Continuity

- Centralized Point of Contact: The Facilities Coordinator acts as the primary liaison between staff, vendors, and management regarding facilities-related issues, streamlining communication and minimizing confusion.

- Efficient Task Management: Responsible for organizing and prioritizing maintenance requests, repairs, and upgrades to avoid disruptions and maintain business continuity.

- Vendor Coordination: Manages relationships and contracts with external service providers, ensuring timely delivery and quality standards for janitorial, security, HVAC, and other essential services.

- Emergency Response: Coordinates emergency procedures and responses (e.g., fire drills, evacuations, disaster recovery), ensuring readiness and clear protocols for all occupants.

- Space Utilization: Optimizes office layouts, meeting rooms, workstations, and communal spaces to accommodate changes in staffing and departmental needs.

Health, Safety, and Regulatory Compliance

- Regulatory Adherence: Ensures the organization meets all local, state, and federal regulations pertaining to building codes, accessibility, and occupational safety.

- Facility Inspections: Conducts regular facility audits and safety walkthroughs, identifying risks and implementing corrective actions promptly.

- Documenting Compliance Efforts: Maintains accurate logs, inspection records, and documentation required for internal audits or regulatory reviews.

- Environmental Health: Monitors indoor air quality, waste disposal practices, and cleanliness standards to provide a healthy environment for all employees and visitors.

Cost Control and Asset Management

- Budget Oversight: Assists with facility budgeting, expense tracking, and forecasting to ensure efficient use of resources and control of operational costs.

- Procurement and Inventory: Manages purchasing and inventory of supplies, equipment, furniture, and consumables, reducing waste and preventing shortages.

- Preventive Maintenance: Implements maintenance schedules for building systems and assets, extending their lifespan and reducing costly repairs and replacements.

- Energy Efficiency Initiatives: Oversees projects to improve energy efficiency, decrease utility costs, and support sustainability goals.

Support for Organizational Growth and Change

- Project Management: Coordinates office relocation, expansion, renovation, and reconfiguration projects, ensuring minimal disruption to daily operations.

- Change Management: Serves as a key partner to leadership during periods of organizational growth, restructuring, or downsizing, helping to realign facility needs with strategic objectives.

Employee Experience and Productivity

- Wellbeing Initiatives: Develops and maintains break areas, wellness rooms, and ergonomic workspaces to enhance employee satisfaction and morale.

- Prompt Issue Resolution: Ensures timely response to maintenance or facility-related concerns, reducing downtime and enabling staff to focus on core tasks.

- Event Coordination: Organizes company events, meetings, and training sessions by preparing spaces and handling logistics, improving the overall employee experience.

- Feedback Channels: Oversees systems for capturing and addressing employee feedback regarding facilities, promoting continuous improvement.

Risk Management and Business Continuity

- Disaster Preparedness: Oversees contingency planning for facility-related emergencies, including fire, flood, utility outages, and security incidents.

- Security Systems: Manages access control, surveillance, and alarm systems to ensure the safety of employees, confidential information, and company assets.

- Business Recovery: Plays a critical role in restoring normal operations following incidents or disasters, minimizing losses and reputational damage.

Technological Integration and Innovation

- Facility Management Software: Administers digital platforms used to track maintenance, inventory, and space utilization, increasing operational transparency and efficiency.

- Smart Building Initiatives: Collaborates in the implementation of smart technologies such as automated climate controls, and security systems.

Strategic Value and Leadership Support

- Alignment with Organizational Goals: Ensures that facilities operations support broader business objectives, including sustainability, employee engagement, and brand reputation.

- Executive Reporting: Prepares reports and presentations for leadership on facilities status, improvement plans, and risk factors.

- Stakeholder Collaboration: Works cross-functionally with HR, IT, Finance, and department heads to meet diverse facility needs.

Position Requirements

Formal Education & Certification

- High School diploma or equivalency

- Valid Driver’s License

Knowledge & Experience

- 3-5 years of facilities or other maintenance experience required

- Basic computer literacy

- Basic proficiency in Microsoft Outlook

- Experience with ticketing/work order systems

- HVAC knowledge is a plus

Qualifications & Characteristics

- Strong organizational skills

- Time management

- Self-motivated

- Strong customer service skills

- Able to pass criminal background check, drug screen, and MVR

Work Environment

- 40-hour on-site work week and on-call for building emergencies

- Dexterity of hands and fingers to operate a computer keyboard, mouse, and other computer components

- Lifting and transporting of moderately heavy objects, such as computers and peripherals

- Ability to climb ladders as needed to access roof/ceiling for repairs or maintenance

- Must be flexible with work hours including after hours and occasional weekends

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.