Facilities Coordinator and Project Manager

Position Overview

This role represents a critical function within the Facilities Department, charged with executing and advancing key administrative, regulatory, operations, and project management objectives. The ideal candidate will demonstrate exceptional organizational acumen, a command of compliance and procurement protocols, and the ability to manage cross-functional projects from inception to completion. This position requires a proactive leader committed to operational excellence and institutional integrity. This role will include a heavy emphasis on project management functions.

Essential Job Functions

• Support essential departmental operations including financial administration, contract lifecycle management, regulatory licensing, permitting, and procurement processes.
• Monitor and manage the Computerized Maintenance Management System (CMMS) to ensure timely execution of work orders and preventive maintenance programs.
• Facilitate all phases of the purchase order cycle and ensure accurate, timely processing of invoices in collaboration with the Finance team.
• Maintain and execute regulatory compliance calendars and documentation protocols to ensure full alignment with institutional policies and governing regulations.
• Serve as administrative coordinator for compliance and regulatory committees, managing meeting logistics, agendas, documentation of minutes, and action item follow-ups.
• Deliver advanced administrative and operational support in the form of executive-level correspondence, calendar management, document control, and performance reporting.
• Plan, coordinate, and execute special projects as directed by the Director of Facilities, with an emphasis on timeline management, resource allocation, and stakeholder communication.
• Ensure departmental activities meet or exceed all internal standards and external regulatory expectations.
• Administer and manage employee parking logistics and related operational workflows.
• Direct and implement staff training and development initiatives, supporting continuous improvement across the department.
• Conduct internal audits and manage the maintenance program for essential infrastructure, including primary kitchen equipment and other high-use assets.
• Lead and support project management efforts within the Facilities Department, ensuring alignment with strategic objectives, operational efficiency, and measurable outcomes.
• Project management efforts to include:
  • Development of project goals.
  • Budget development.
  • Contractor coordination.
  • Oversight of construction.
  • Final closeout.

Qualifications

• Bachelor's degree in Business Administration, Facilities Management, or related field preferred.
• Minimum 3–5 years of experience in administrative, operational, or facilities support roles, preferably in healthcare or senior living environments.
• Strong knowledge of maintenance systems (e.g., CMMS), procurement processes, and regulatory standards.
• Proficiency in Microsoft Office Suite and relevant facilities or project management software.
• Excellent organizational, communication, and interpersonal skills.
• Ability to handle multiple priorities and work under deadlines.
• Experience in coordinating training and managing cross-functional projects is a plus.

Physical Demands

• Must be able to sit, stand, and walk for extended periods.
• Occasional lifting of materials and supplies up to 25 pounds.
• May be required to access mechanical rooms, equipment areas, and other physical plant spaces.
• Ability to use office equipment including computers, printers, phones, and related software and hardware.
• Must be able to navigate a healthcare or senior living campus environment, including indoor and outdoor settings

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.