Facilities Office Coordinator

Description

The Facilities Office Coordinator (FOC) provides administrative, coordination, and operational support to the Facilities, Maintenance, and Operations functions.

This role supports the Sr. Director of Operations and Facilities leadership by coordinating maintenance requests, tracking projects, organizing documentation, and facilitating communication between teams and vendors. The FOC plays an important role in ensuring facilities-related information is accurate, timely, and well-organized, while escalation and decision-making authority remains with leadership.

• Provide administrative support to the Sr. Director of Operations and Operations leadership, including meeting scheduling, agenda preparation, note-taking, and follow-up tracking
• Prepare routine reports, summaries, correspondence, and operational updates related to facilities and maintenance activities
• Draft and distribute facilities-related communications under direction
• Maintain organized digital and physical files related to facilities documentation, contracts, permits, inspections, and service records
• Support shared tracking tools and dashboards for visibility into maintenance requests and project status
• Provide backup administrative support to front office or executive support functions as needed

• Serve as an intake point for maintenance and facilities service requests
• Review incoming work orders and route requests according to established procedures
• Track maintenance requests from intake through completion and ensure updates are communicated to appropriate stakeholders
• Escalate urgent, safety-related, or complex issues to the Sr. Director of Operations or Facilities leadership
• Assist Maintenance teams by coordinating scheduling, documentation, and close-out tracking

• Assist with coordination and tracking of facilities, maintenance, remediation, and capital projects
• Maintain project logs, schedules, and documentation under leadership direction
• Track inspections, permits, approvals, and project close-out materials
• Provide logistical and administrative support for site access and documentation as needed

• Coordinate vendor communications and scheduling under direction
• Maintain vendor files including certificates of insurance and service agreements
• Assist with invoice documentation and routing for approval
• Support asset tracking and facilities-related records
• Assist with delivery coordination and site logistics when required

• Assist with tracking inspections, permits, safety documentation, and compliance deadlines
  
  Support audit and inspection preparation through document organization
• Coordinate logistics for facilities-related meetings, trainings, and inspections
• Assist with maintaining operational logs (fleet, cellular devices, access badges)
• Perform other duties and special projects as assigned

• High school diploma required; associate’s degree in business administration, facilities management, project management, or a related field preferred
• Prior experience in administrative support, office coordination, operations, facilities, or executive support required
• Demonstrated experience reviewing service requests, operational workflows, or work orders and supporting prioritization processes preferred
• Proficiency in Microsoft 365 applications; familiarity with work order or CMMS systems preferred
• Excellent organizational, administrative, and time-management skills with strong attention to detail
• Strong written and verbal communication skills
• Ability to prioritize multiple tasks, meet deadlines, and work effectively in a fast-paced environment
• Ability to work independently, take initiative, problem-solve, and follow through with minimal direction
• Professional demeanor with the ability to handle sensitive and confidential information appropriately
• Ability to interact professionally with employees, leadership, vendors, contractors, inspectors, and other DRM contacts
• Willingness and ability to become a Notary Public preferred
• Valid Colorado…