We are seeking a highly organized, detail-oriented Facilities Coordinator to oversee and manage maintenance operations across our commercial property portfolio. This is NOT a hands-on maintenance or handyman position! The role is strictly administrative - responsible for receiving maintenance requests and coordinating vendors, tracking work orders, managing service schedules, and ensuring maintenance issues are resolved efficiently and professionally throughout our commercial retail properties.
The ideal candidate is proactive, responsive, highly communicative, and comfortable managing multiple projects and vendors simultaneously in a fast-paced commercial real estate management office setting.
Key Responsibilities
Work Order & Maintenance Coordination
• Receive, log, and track maintenance requests from tenants and property management
• Dispatch and coordinate third-party vendors and contractors
• Follow up to ensure timely completion of all service requests
• Maintain accurate maintenance records and documentation
Vendor Management
• Source and onboard qualified vendors and service providers
• Obtain and compare bids for repair and maintenance projects
• Monitor vendor performance and service quality
• Review invoices for accuracy
Preventative Maintenance Oversight
• Maintain and track preventative maintenance schedules
• Coordinate recurring services and maintenance contracts (HVAC, landscaping, snow removal, fire safety, etc.)
• Ensure properties remain compliant with local regulations
Tenant & Internal Communication
• Serve as primary point of contact for maintenance-related communication during the normal workday
• Provide status updates to tenants and internal team members
• Ensure a high level of professionalism and responsiveness
General Administrative
• Back up to answering incoming phone calls and greeting walk-ins
• Digital filing
• Data Input
Qualifications
• Experience in commercial property management, facilities coordination, or operations administration a plus
• Strong organizational, written and verbal communication, and multitasking skills
• Excellent written and verbal communication
• Proficiency in Microsoft Office 365, especially Excel, Word, OneNote, and Outlook
• Ability to prioritize and manage multiple properties simultaneously
• Fluency in Spanish a plus
IMPORTANT CLARIFICATION
This position is administrative and coordination-focused. It does not involve performing physical repairs or maintenance work.
Principals only. Recruiters, please don't contact this job poster.