Job Title
Facility Coordinator
Job Description Summary
Provide comprehensive facilities and site coordination support to ensure safe, efficient, and compliant building operations. Responsibilities include monitoring facility maintenance and safety, coordinating vendors and contractors, managing work orders and service requests, supporting laboratory and manufacturing environments, maintaining accurate documentation, and ensuring timely completion of tasks. Serve as a key liaison between clients, landlords, vendors, and internal teams while supporting special projects, procurement processes, purchase orders, invoice management, and customer satisfaction initiatives. Assist with training, reporting, process improvements, and maintaining operational compliance with company policies, SOPs, and service level agreements.
Job Description
Monitor daily facility operations to ensure a safe, clean, organized, and functional work environment.
Support building maintenance programs and follow site-specific safety and operational procedures.
Maintain working knowledge of building systems, equipment, and facility infrastructure.
Assist with site inspections and identify opportunities for operational improvements.
Track and support key performance indicators (KPIs) and service level agreements (SLAs) to ensure timely completion of service requests and work orders.
Proactively identify facility concerns and escalate issues as appropriate.
Client, Vendor & Contractor Coordination
Serve as a primary point of contact for facility-related inquiries, concerns, and service requests.
Coordinate with clients, landlords, vendors, and contractors to resolve issues and provide status updates.
Schedule and oversee vendor activities related to equipment maintenance, repairs, and facility services.
Maintain accurate vendor records and contact information within shared systems and platforms.
Ensure effective communication and documentation between all stakeholders.
Laboratory & Manufacturing Support
Support research and development environments involving non-GxP equipment and devices.
Provide coordination support for manufacturing spaces utilizing GxP-regulated equipment and processes.
Adhere to standard operating procedures (SOPs), quality requirements, and compliance standards.
Maintain knowledge of laboratory access requirements, safety protocols, personal protective equipment (PPE), and restricted-area procedures.
Ensure accurate documentation and attention to detail in regulated environments.
Work Order & Asset Management
Schedule, track, and document preventive maintenance and repair activities for facility and laboratory equipment.
Review work order details, generate reports, and monitor service completion through Nuvolo and other facility management systems.
Collaborate with planners and schedulers to ensure customer satisfaction and timely execution of work.
Maintain accurate records and support asset management activities.
Procurement & Financial Administration
Obtain vendor quotes, proposals, and bids for facility-related services and projects.
Assist with purchase order creation, service contracts, and procurement activities utilizing Coupa and related systems.
Review invoices for accuracy and coordinate payment processing.
Follow up on open purchase orders, invoice reconciliation, and accounts payable activities.
Support annual service contract renewals and vendor agreement management.
Training & Continuous Improvement
Assist with onboarding and training of new team members.
Maintain and update job aids, operating procedures, contact lists, and shared documentation.
Contribute to process improvements that enhance service delivery, operational efficiency, and customer satisfaction.
Participate in ongoing training and professional development initiatives.
Key Competencies
Excellent verbal and written communication skills
Strong customer service and relationship management abilities
Initiative and problem-solving mindset
Sense of urgency and…