Job Description

Job Title: Facilities Coordinator

Location: New Haven, CT 06510

Shift: 1st Shift (7:30 AM – 4:00 PM)

Compensation: $26 – $28 per hour

Job Summary

We are seeking a detail-oriented Facilities Coordinator to support the planning, scheduling, and execution of facility maintenance operations within a site-based environment. This role will be responsible for coordinating daily and long-term maintenance activities using CMMS systems, supporting administrative functions, and ensuring efficient communication between internal teams, subcontractors, and stakeholders. The ideal candidate will bring strong organizational skills, experience in industrial or commercial maintenance environments , and the ability to manage multiple priorities while maintaining accuracy and compliance.

Key Responsibilities

Maintenance Planning & Scheduling

• Plan, schedule, and dispatch daily, weekly, and monthly maintenance activities using CMMS systems
• Coordinate work assignments for in-house technicians and subcontractors
• Generate and track Preventive Maintenance (PM) schedules , ensuring timely completion and compliance

Work Order & Data Management

• Create, update, and maintain work orders, logs, and maintenance records
• Ensure accuracy of all data entries, including scope, timelines, and completion status
• Maintain organized filing systems and documentation for audits and reporting

Vendor & Subcontractor Coordination

• Receive, review, and schedule requests for subcontractors and service providers
• Interface with vendors and internal teams to clarify scope of work and timelines
• Assist in procurement of materials and services , including issuing and tracking purchase orders (POs) and invoices

Reporting & Metrics

• Generate reports, dashboards, and performance metrics (graphs, spreadsheets, etc.)
• Track maintenance progress and provide updates to site management
• Support monthly reporting requirements and ensure data accuracy

Administrative & Operational Support

• Process and verify daily timesheets for maintenance staff
• Coordinate small site events and meeting setups as required
• Assist with mailroom operations and general administrative duties
• Maintain safety training matrix and ensure compliance with site requirements

Customer & Stakeholder Communication

• Communicate with internal stakeholders and customers to clarify requests and provide status updates
• Ensure high levels of service delivery and responsiveness

Required Qualifications

Education

• Associate’s degree (A.A.) or equivalent from a technical school or college
• Must be 21 years or older

Experience

• 5–10 years of experience in facilities coordination, maintenance planning, or related field
• Experience in an industrial or commercial maintenance environment preferred

Technical Skills

• Experience working with CMMS systems (Computerized Maintenance Management Systems)
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Ability to generate reports, metrics, and data analysis

Core Competencies

• Strong organizational and multitasking skills
• Excellent communication and coordination abilities
• High attention to detail and accuracy
• Ability to work in a fast-paced, team-oriented environment
• Strong problem-solving and decision-making skills

Preferred Qualifications

• Experience supporting facility maintenance teams in large commercial or industrial sites
• Familiarity with safety compliance tracking and reporting
• Prior experience with vendor management and procurement processes

Equal Opportunity Employer/Veterans/Disabled

Benefit offerings include medical, dental, vision, term life insurance, short-term disability insurance, additional voluntary benefits, commuter benefits, and a 401K plan. Our program provides employees with the flexibility to choose the type of coverage that meets their individual needs. Available paid leave may include Paid Sick Leave, where required by law; any other paid leave required by Federal, State, or local law; and Holiday pay upon meeting eligibility criteria. Disclaimer: These benefit offerings do not apply to client-recruited jobs and jobs that are direct hiring to a client.

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The Company will consider qualified applicants with arrest and conviction records.

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