Facilities Coordinator - Ultimate Staffing Services

Job Title: Facilities Coordinator

Position Overview:

The Facilities Coordinator supports the facilities team by assisting with labor scheduling, work orders, preventive maintenance, and procurement. This role is also responsible for managing inventory, tracking budgets, and generating necessary reports for the department.

Key Responsibilities:

• Assist with daily building operations, including life-safety programs, alarm systems, and general upkeep
• Create and maintain daily and weekly staff schedules
• Organize and maintain records for work orders, proposals, and vendor documentation, ensuring accuracy in submitted paperwork
• Manage vendor inquiries related to payments, onboarding, delivery schedules, and more
• Generate spreadsheets and reports to track facility-related expenses and equipment
• Assign and communicate work orders to technicians, subcontractors, and vendors, and assist in resolving issues
• Monitor and report on the status of open and closed work orders; conduct daily facility checks and quarterly inspections
• Order maintenance supplies, coordinate check-ups, and work with technicians
• Provide engineering support when necessary
• Serve as backup to the Facilities Director, remaining available for on-call support
• Perform other duties as assigned

Qualifications:

• High School diploma or equivalent (GED) required
• Strong verbal and written communication skills in English
• At least 2 years of relevant experience in a similar role
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
• Previous experience with a facilities team
• Knowledge of maintenance practices and administrative processes
• Demonstrated ability to multitask and manage priorities efficiently
• Prior experience working in an office environment
• Experience with CMMS software is a plus

• Bilingual in English and Spanish is a plus

The ideal candidate will possess:

• Strong problem-solving and analytical abilities
• The capacity to manage multiple tasks under pressure
• Discretion and professionalism in handling sensitive matters
• A proactive mindset
• A friendly and approachable demeanor
• Determination and persistence in completing tasks
• High energy and enthusiasm for the role
• Commitment to achieving organizational goals

Physical Requirements:

• Frequently required to stand, walk, lift, push, pull, grasp, reach, and communicate
• May be required to lift and move up to 50 pounds regularly
• May need to climb ladders or work in confined spaces during facility inspections

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.