Facilities Coordinator

VIVA; Cambridge (MA); On-site; USD 42,000 - 65,000; Full time

Job summary

VIVA USA Inc. in Cambridge, MA seeks a Temporary Facilities Coordinator to schedule vendor visits, coordinate maintenance, and keep occupants informed. The role requires strong organizational skills, clear communication with vendors, and the ability to multitask in a fast-paced environment.

The candidate will support dining equipment coordination, grounds and common areas, and assist with various facilities tasks as needed. This is a temporary position with on-site work on campus.

Qualifications

• Experience coordinating or scheduling maintenance, service, or vendor activities.
• Strong organizational skills and attention to detail.
• Clear, professional communication with vendors and campus community.
• Ability to manage multiple requests and adapt when schedules change.

Responsibilities

• Schedule and coordinate vendor visits for maintenance, repairs, inspections, and other facilities work.
• Confirm appointments, site access, and requirements for vendors.
• Follow up with vendors on work status and completion.
• Communicate schedules, updates, and delays to occupants and campus partners.
• Help prioritize and track work requests and preventive maintenance.
• Update the work order system and document vendor activity.

Skills

Vendor coordination

Scheduling maintenance

Organizational skills

Communication skills

English proficiency

Job description

Temporary Facilities Coordinator

Assist with common area and in-unit work requests, maintenance projects, and operational assignments. Ensures that properties are maintained to the standards established by HUH, for all physical aspects of buildings, systems, and grounds. Time will be spent walking all over the property, including up and down stairs. Familiarity and ability to use common hand tools. Must be able to work independently and multitask in a fast-paced, team environment. Available as needed outside of normal business hours (evenings, weekends and/or holidays) for apartment turnovers and general building emergencies. Keeps building grounds and common areas clean and in safe condition. Must be able lift, carry and move at least 50 pounds without restrictions. Must be customer service oriented. Positive attitude, good work ethic, and responsible work habits required. Strong multitasking skills. Perform other duties and tasks as assigned. Previous experience is a plus. Must be able to read, write and communicate in English. Demeanor should be poised, enthusiastic and professional. Must be able to work well under general supervision and demonstrate independent and good judgement in the performance of assigned tasks as needed.

The client Facilities Management Office supports the operation and maintenance of approximately 1.2 million gross square feet of academic and residential space. We are seeking a temporary Facilities Coordinator to provide short-term support with facilities scheduling and vendor coordination.

This role will focus on scheduling vendors, confirming service visits, following up on work in progress, and keeping building occupants informed. The coordinator will help track maintenance requests and ensure that vendors complete assigned work as expected. This is a temporary, hands-on coordination role—not a permanent management position.

The Temporary Facilities Coordinator reports to the Director of Facilities Management and works closely with facilities staff, campus partners, and external service providers.

Key Responsibilities

• Schedule and coordinate vendor visits for maintenance, repairs, inspections, and other facilities work.
• Confirm appointments, site access, and any requirements vendors need before arriving.
• Follow up with vendors to check on work status, completion, and any outstanding issues.
• Communicate schedules, updates, and delays to building occupants and relevant campus partners.
• Help prioritize and track work requests, repairs, and preventive maintenance activities.
• Update the work order system and maintain accurate records of vendor activity and service resolution.
• Assist with coordination related to dining and food-service equipment, including grease management.
• Support furniture delivery and installation, classroom needs, and accessible accommodations.
• Help monitor vendor performance and raise concerns about service quality, timing, or compliance.
• Assist with other facilities coordination duties as assigned.

Basic Qualifications

• Experience coordinating or scheduling maintenance, service, or vendor activities.
• Strong organizational skills and attention to detail.
• Clear, professional communication skills and the ability to work effectively with vendors and a diverse campus community.
• Ability to manage multiple requests and adapt when schedules or priorities change.

Additional Qualifications

• Supervisory or facilities coordination experience is helpful.
• Familiarity with building systems such as HVAC, electrical, plumbing, or mechanical systems.
• Experience with work-order systems or maintenance scheduling.

Working Conditions

This position is based on campus. Some schedule flexibility may be needed during busy periods, including holiday breaks, residence hall move-in and move-out, commencement, and the start of each semester.

Physical Requirements

The role may involve working in areas with loud noises, temperature extremes, inclement weather, airborne particles, vibration, hazardous materials, stairs, ladders, and confined spaces. Duties may include climbing stairs and ladders, repositioning or moving items, and occasionally assisting with furniture moves. The ability to lift or transport objects weighing up to 65 pounds may be required. Personal protective equipment must be worn when appropriate.

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status