Facility Operations Coordinator

Powers Management Job Description

Job Title: Facility Operations Coordinator
Department: Operations
Job Reports To: Vice President of Facility Operations
Status: Non-Exempt

Job Summary:

The Facility Operations Coordinator provides comprehensive administrative, operational, vendor management, and financial coordination for the Operations department. This role is responsible for assisting with daily workforce scheduling, payroll and invoice processing, onboarding new vendors (including W-9s and COI tracking), contractor access coordination, CMMS work order and preventive maintenance administration and maintaining standardized documentation.

Major Responsibilities/Activities:

Work Order Platform & Preventive Maintenance (CMMS)

Manage and assign facility work orders for operations staff and trade mechanics.
Create, schedule, and assign routine Preventive Maintenance (PM) procedures within the CMMS platform with guidance from management.
Maintain digital service records, work order histories, and equipment maintenance logs.
Draft, organize, file, and update facility Standard Operating Procedures (SOPs) and administrative policies.

Vendor Setup, Financial & Payroll Operations

Work with finance department to set up new vendor accounts by obtaining, verifying, and filing all required documentation, including partner W-9 forms, tax IDs, and banking/payment details.
Track, log, and maintain up-to-date Certificates of Insurance (COIs) for all active vendors and contractors to ensure compliance prior to site work or account creation.
Monitor, correct, and approve employee timesheets and process departmental payroll approvals in the designated software.
Generate, issue, and track Purchase Orders (POs).
Review, code, and approve operational invoices within the financial software application.

Contractor & Site Operations Management

Schedule external contractors and service providers for routine maintenance, facility repairs, and specialized building projects.
Serve as the primary point of contact to meet contractors on-site, verify safety waivers/compliance, and arrange facility building access.

Workforce, Asset & Administrative Coordination

Create, manage, and distribute operational work schedules for full-time and part-time staff.
Oversee inventory logs for uniform ordering and distribution.
Assist with recruitment, job fair representation, candidate interview scheduling, and onboarding paperwork submission in coordination with Human Resources.
Maintain, track, and collect documentation for operations safety trainings (e.g., forklift, fall protection, ladder safety, PPE) in conjunction with Human Resources.
Maintain high proficiency in email communication, departmental correspondence, and internal communications.
Attend operational staff meetings, inter-departmental planning sessions, and contractor prep meetings.
Perform other duties assigned by management.

Minimum Requirements:

High School diploma or GED required; Associate’s or Bachelor’s degree in Business, Facility Management, or related field preferred.
Minimum 2 years of experience working in an administrative or support capacity within facility operations or venue management.
Working knowledge of vendor onboarding procedures such as gathering W-9 forms, tracking COIs, issuing POs, and approving invoices.
Technical or maintenance background with basic working knowledge of facility trade systems and motorized equipment preferred.
High computer proficiency, including Microsoft Office (Excel, Word, Outlook), CMMS work order platforms, digital payroll/timekeeping software, and financial approval software.
Excellent oral and written communication skills, with demonstrated professional email etiquette.
Strong interpersonal skills, organizational skills, and document management capabilities.

Possess a valid driver’s license, possess a suitable driving history and be insurable by our insurance carrier (without conditions).
As a condition of employment, qualified applicant will be subject to a background check, including a criminal history check, driving history and character references.

Essential Physical Functions:

Ability to perform periodic facility walking tours and building inspections alongside management.
Ability to lift up to 25–35 lbs. occasionally.
Ability to work flexible hours, including select nights, weekends, and holidays based on venue event schedules.
Ability to work in ice arena environmental conditions and facility technical spaces.

Equipment Used:

Computerized Maintenance Management System (CMMS) / Work Order Platform.
Payroll, timekeeping, and invoice management software.
Vendor management / AP account tracking tools.
General office equipment (PCs, tablets, copiers, scanners).

Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instruction or assignments.