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Are you searching for a facilities coordinator job description? Get to know about the duties, responsibilities, qualifications, and skills requirements of a facilities coordinator. Feel free to use our facilities coordinator job description template to produce your own facilities coordinator job description. We also provide you with information about the salary you can earn as a facilities coordinator.

 

Who is a Facilities Coordinator?

Facilities coordinators are individuals that are involved in office equipment management, physical space, and telecommunications technology of an organization. The facilities coordinator is the first point of contact for internal and external stakeholders seeking support and information from the Facilities department. They help in tackling building problems or equipment malfunctioning that may create an imbalance in the effective delivery of service.

The facilities coordinator manages buildings and equipment by maintaining, making repairs, and preparing for emergencies to ensure the safety and wellbeing of the employees or staff or hired foremen in an organization. Managing hazardous waste disposal, fire outbreaks, and coordinating environmental health and safety is what the facilities coordinator does.  The facilities coordinator is always coordinated, quick thinking, organized, and has excellent people skills.  Ensuring the safety of the work environment, preserving the good condition of infrastructures, security inspections, maintenance of equipment, and ensuring the safety standards in equipment management are followed thoroughly by employees and contractors to ensure the equipment availability of use for proper work delivery is done by the facilities coordinator. They ensure the day-to-day running and management of buildings or groups of buildings. They commonly work with contractors, architects, and other professionals to ensure that their facilities are maintained properly and still functional at all times.

      

Facilities Coordinator Job Description

What is a facilities coordinator job description? A facilities coordinator job description is simply a list of duties and responsibilities of a facilities coordinator in an organization. Below are the facilities coordinator job description examples you can use to develop your resume or write a facilities coordinator job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.

The duties and responsibilities of a facilities coordinator include the following:

• Liaising with employees and contractors to ensure effective delivery of service.
• Liaising with suppliers for equipment supplies and building equipment.
• Ensuring the repair of malfunctioning equipment.
• Coordinating office and its parking space.
• Understanding the importance of assets inspection.
• Assisting facility manager in structuring financial budget reports.
• Ensuring health and safety measures are followed through by employees, staff, or working contractors.
• Coordinating vendor maintenance issues and following up with their designated projects for status reports to the facility managers and supervisors.
• Organizing and creating the facilities maintenance team.
• Understanding how to prevent or manage fire outbreaks.
• Knowing how to operate complex hand tools, machinery, and equipment.
• Preparing monthly utility results and tracking expenses or spending.
• Informing team members and staff of policies and activities and providing information on facility operation and maintenance activity.
• Soliciting and negotiating with vendors for supplies.
• Creating a maintenance schedule that can fit into the designated maintenance budget of the organization.
• Having prior knowledge on how to resolve emergencies.
• Directing the coordination of housekeeping services and work orders and following up until completion.
• conducting tours throughout the property, building, or organization. Usually, this is performed by walking or climbing stairs.
• Acquiring general knowledge of financial terms and principles.
• Overseeing and coordinating facility rental sales and all on-site logistics.
• Understanding how to communicate with suppliers and vendors.
• Coordinating emergency response plans.
• Providing internal customer service support system for daily activities such as providing the employee’s dream members with necessary equipment and supplies for their efficient service delivery.
• Ensuring the staff or contractors understand teamwork and team building.
• Ordering of supplies and equipment delivery.

 

• Maintaining and managing utility costs.
• Conducting regulations inspections to ensure the cleanliness of stairways, halls, and appliances.
• Coordinating the daily cleaning of restrooms and wastebaskets or trash cans.
• Recording of invoices even manually.
• Ensuring the productivity of team members.
• Maintaining order in the workplace.
• Taking stock of facilities’ supply and ensuring to update in records report.
• Understanding how to develop and implement structural regulations that enhances excellent delivery of service.
• Identifying needs for repairs and renovations.
• Having sound judgment and the ability to think quickly even in the face of challenges or emergencies.
• Ensuring there are lightning and electrical supplies for the running of the organization.
• Doing all administrative duties required by the facility manager.
• Maintaining and managing assets and storage site inventory.
• Having an understanding of building mechanical infrastructures.
• Pinpointing the deficiencies of the work team and supervising them to obtain knowledge and experience.
• Overseeing the plan, and coordination of activities to ensure equipment and personnel maintenance.
• Acquiring and installing furniture, equipment, and electronic appliances that are modernly used.
• Building teamwork spirit and organizational ability.
• Being able to synergize people, skills, and resources.
• Determining equipment and supply needs for new buildings.
• Receiving supplies and delivering them to the required department or personnel.
• Seeking knowledge to ensure an optimal working environment.
• Delegating tasks concerning the maintenance of buildings, equipment, supplies, and manpower to the appropriate individuals.
• Having undergone training in building maintenance.
• Understanding basic office equipment management.
• Testing and maintaining building security systems to promote safety.
• Working together with the facility manager to ensure the smooth running and management of the team and organization regarding its facilities, building, and equipment.
• Enacting health and safety regulations and rules.

 

• Seeing that practical measures to ensure the wellness of the workforce of the team about facilities management are followed.
• Having strong oral/written communication skills.
• Having the ability to critically think, and solve problems that can suddenly arise.
• Knowing how to work under pressure and still deliver effectively.
• Ensuring hazardous materials that infringe on the wellness of the employees, contractors, or team members are taken care of or removed completely.
• Keeping track of regular facility expenses.
• Creating emergency preparedness plans.
• Checking machinery and ensuring team members completed projects timely.
• Applying and receiving environment permits.
• Maintaining the database of an organization’s supplies and confirming the records of every contractor’s documentation.
• Ensuring the team undergoes training and maintenance programs.
• Setting standards for team members and monitoring the employee conduct and building operations.
• Recommending changes in policies and procedures that it is conducive for team members and staff.
• Supervising every work performed by outsourced contractors, vendors, and service providers or suppliers.
• Performing analysis using pivot tables and data management.
• Knowing how to perform most jobs, especially the most complex.
• Ordering, restocking, and maintaining supplies and inventories for break rooms, restrooms, office products, and the organization’s equipment.
• Handling last-minute tasks and paying close attention to details.
• Monitoring facility use by employees or team members and also providing leadership and technical assistance to team members, staff, patrons, or contractors.
• Knowing how to create schedules, and invoices even with software programs.
• Having an understanding of facility management and building management.
• Knowing how to multitask and still deliver excellent service.
• Ensuring the mental wellness and general wellbeing of the staff or team members.
• Conducting costs analysis when purchasing systems, services, supplies, or equipment.
• Understanding budgeting and budget allocation.
• Researching better appliances that can facilitate effective operations.
• Conducting market research, and evaluation.
• Ensuring proper waste disposal and recycling.
• Ensuring equipment availability for proper work delivery.

 

Qualifications

• Bachelor or associate degree in project management, facility management,  business management, or real estate.
• Possessing voluntary certification that shows facility managerial activities, such as the one offered by the international facilities management association.
• Having strong oral/written communication ability.
• Familiarity with office equipment and security systems.
• (X) years of experience in facility coordination and management.
• Having prior knowledge of facility management software and its operations to aid the efficient delivery of service.
• Having prior knowledge of building safety regulations and security protocols.
• Knowing analytical tools and techniques of operation.
• conducting preventative maintenance on building systems and furniture.
• Having organizational skills that ensure effective multitasking.
• Understanding basic computer skills like Microsoft software.
• Experience in facility management or maintenance.
• Ability to liaise with contractors or foremen.
• Understand how to promote an efficient and safe environment.
• Understand the pros and cons of maintenance.

          

Essential Skills

• Technical know-how skill:  Have an eye open for new technologies that can both improve the way they run their buildings, supply, and equipment management that brings or provide a better experience to those using it. Digital literacy is a necessity for every facilities coordinator and in fact, everyone that wants to remain on top of business. The facilities coordinator must have an analytical mindset and understand how to use analytical tools to create schedules, create user-friendly policies or allocate the budget accurately, from the electrical bills to appliances or equipment supplies.
• Adaptability and problem-solving ability: Never be unprepared. Don’t let anything take you unawares. Being able to resolve crises and meet them headlong is a trait of every facilities coordinator. Never shaking amid problems and in difficult situations, you aren’t pressured to deliver anything that isn’t excellent. You staying calm amid pressure is a necessity. Acting in spontaneity and being able to think and come up with plans in the littlest of time is seen as a necessary skill for the facilities coordinator.
• Communication skills: facilities coordinators are in contact with people. Liaising with suppliers, cleaners, and security personnel. Dealing with vendors and management or stakeholders to transact and ensure effective service delivery is essential. The facilities coordinators are seen as the bridge between the company staff and the contractors. The facilities coordinator must know how to respectfully, yet still meaningfully communicate their opinions without infringing on the opinions of the people they work with, from their supervisor, suppliers, team members, contractors, foremen, etc.
• Leadership skills: Maintenance of your team, organizing events, overseeing building projects, and liaising with external suppliers or contractors. You must be able to earn trust, influence, and motivate the facility team members. Ensuring the skill development of team members and that excellence and professionalism can be seen in the service delivered. The facilities coordinator must be able to put to work each team member and designate the right task to the right individual. Facilities coordinators maintain a productive environment, maintain order, and ensure the efficient work of each team member.
• Time management: Facilities coordinators carry out multiple tasks, so they ought to ensure they deliver timely all required of them. They plan, and execute their work schedule, delegating tasks to individuals and ensuring timely submission of their projects.
• Organizational skill: Managing multiple tasks at once isn’t an easy thing at all. The timely management of the schedules of employees and contractors is seen as an efficient skill that every facilities coordinator must have.

 

How to Become a Facilities Coordinator

• Obtaining a G.E.D or high school diploma certificate.
• Obtaining a bachelor’s degree in administrative services, business management, information management, real estate, facility or building management, and other related fields.
• Obtaining a certificate, from the International facility management association program.
• Experience or certification in a field like HVAC, plumbing, or electricity or equipment management.
• Having prior knowledge of administration and management, due to working experience or internship program.
• Having prior knowledge of how the scheduling and invoicing software works.
• Having strong communication skills and negotiating skills.
• Having the capacity to multitask and yet still deliver efficient service.
• Understanding analytical tools and the ability to carry out data analysis.
• Understanding how to carry out the necessary basic software operations.
• Capacity to deliver efficient and quality customer service.
• Having (x) years and working experience in facility management or maintenance.

N.B   The increase in your level of education, exposure, and working experience all contribute to the expansion in what is called professionalism apart from the fattening of your earnings. Facilities coordinators must stay up-to-date on the current developments in their field of expertise to keep their skills relevant and maintain a competitive advantage in their workplace.

                   

Where to Work as a Facilities Coordinator.

• Office buildings.
• Government and private schools.
• Colleges and Universities.
• Federal or government houses.
• Hospitals and health centers.
• Plumbing agencies.
• Lease houses.
• Insurance agencies and houses.
• Real estate organizations.
• Banking sectors and management systems.
• Architectural agencies.
• Nongovernmental organizations.
• Cleaning agencies.
• Hotels
• Restaurants
• Technical Institutes.
• Manufacturing companies or industries.
• Textile industries.
• Agricultural industries.
• Fashion houses and industries.
• Consultancy agencies.
• Legal houses or institutes.
• Logistics or traveling agencies.
• Event Planning agencies.
• IT industry.
• Account offices.
• Media houses and news agencies.
• Telecommunication industry.
• Prisons
• Book agencies and libraries.
• Museums

 

Facilities Coordinator Salary Scale

The salary of the facilities coordinator differs due to various factors like the level of education, working experience, area of expertise, employer, location, etc. Gaining advanced degrees may lead to an increase in their income potential and qualify these facilities coordinators for promotions. The average Facility Coordinator salary in the United States is $56,809, but the salary range typically falls between $50,810 and $64,928. The average pay range for a Facilities Coordinator varies greatly which suggests there may be many opportunities for advancement and increased pay based on skill level, location, years of experience or field of expertise, and the organization or employer the facilities coordinator works for.

Architecture, Building and Construction

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