Facilities Coordinator

Nai-Hallmark-1; Jacksonville (FL); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical, vision, dental insurance

401(k) with traditional and Roth

Competitive PTO

Cell phone reimbursement

Ongoing training and career growth

Referral bonus

Catered lunches

Continuing education support

Job summary

NAI Hallmark is seeking an organized Facilities Coordinator to support a facilities management team across a 3‑story, 55,000 sq ft corporate HQ and multiple sites in the Jacksonville area.

You will work with executives, vendor teams, and internal departments to close out work orders, monitor PMs, and ensure security and emergency readiness while maintaining accurate records and reports.

Qualifications

• Associate degree or equivalent.
• 2–4 years of related experience.
• Experience working with executives and senior managers.
• Strong prioritization and decision‑making skills.
• Proficient in Microsoft Office; analytical capability.

Responsibilities

• Provide onsite facilities support for a 3‑story, 55,000 sq ft HQ building.
• Coordinate with porters, security, vendors and HR for work orders.
• Administer Building Engines for work orders and PMs.
• Collaborate with Lead Engineer across 22 locations and report status.
• Assist in preparing monthly facilities reports and invoices.

Skills

Analytical thinking

MS Office

Prioritization

Executive communication

Education

Associate degree

Tools

Building Engines

Job description

Description

NAI Hallmark is seeking a collaborative and organized Facilities Coordinator. You will support and assist a Facilities Management Team consisting of Manager, Lead Engineer, and a PT Engineer to collaborate and work collectively ensuring the successful completion of client facility demands for over 160,000 square feet of retail and corporate office space of a well‑known financial institution located throughout greater Jacksonville area.

Essential Functions

• Provide client onsite facilities support of a 3-story, 55,000 sq ft Corporate Headquarters office building from 8:00 am to 5:00 pm Monday through Friday.
• Onsite duties include: Collaborate with day porters to order and maintain supplies for restrooms, breakrooms, and café areas when needed; collaborate with security guard to answer questions, schedule, escort vendors and visitors when required within the Corporate Headquarters; communicate with vendor to rectify any guard or coverage issues; collaborate with corporate office Department Managers, Executives and Employees alike to coordinate, rectify, and close out work orders of various building requests; collaborate with Facilities Manager and client HR Department for emergency preparedness and security of corporate office buildings.
• Primary Administrator of Building Engines work order web‑based software to monitor, create, and close‑out preventative maintenance requests and work orders while maintaining and updating end user, vendor and location changes as necessary within the system.
• Coordinate with Lead Engineer to address inquiries and work order completions for 22 locations, ensuring timely, issue resolution and quality service delivery by updating all communication within every work order to provide real‑time status updates for client end users and internal management reporting.
• Coordinate with over 50 vendors on status updates for unresolved issues or work orders as well as request, review, and submit bids for various work needed to Facilities Manager for review, execution or budgeting.
• Assist in compiling invoices for ongoing client construction management projects to calculate CM fees and provide monthly invoice to Facility Manager for review before billing client.
• Utilize Building Engines report management tool to compile monthly work order specifics, collaborate with Facilities Team for monthly highlights and draft Facilities Management Reports for Facilities Manager to review before submitting to client.
• Assist Facilities Manager with closing and opening client locations and be involved onsite when needed for client projects.
• Create and maintain vendor contracts.
• Maintain records of all tenant insurance certificates.
• Ad‑hoc projects as designated by the Facility Team and Client.
• Responsible for branch surveys.
• Work order process improvement.

Requirements

Qualifications and Competencies

• Associate degree or equivalent.
• 2‑4 years of related experience required, with project management experience preferred.
• Proven experience working with executives and senior managers.
• Ability to determine and set priorities.
• Excellent analytical and decision‑making skills to make appropriate decisions when solving critical problems and accomplishing objectives.
• Excellent PC software skills for analysis, audit, reports, and presentations with proficiency in Microsoft Office programs.
• Ability to be influential and establish positive working relationships across the organization.

About the Company

NAI Hallmark was founded in 1993 with a clear vision to focus on building long‑lasting relationships with our clients. Over nearly three decades and counting, NAI Hallmark has established itself as a leader in commercial real estate with unparalleled client services focused on building relationships. NAI Hallmark is the privately‑owned Jacksonville‑area representative of NAI Global. Our reach is international, but our passion and focus is local.

Benefits and Perks

• Medical, vision, dental, and disability insurance; Company‑paid Long‑Term Disability
• 401(k) with both Traditional and Roth options
• Competitive PTO policy
• Cell phone reimbursement
• Ongoing training and career advancement opportunities
• Competitive PTO policy
• Referral bonus
• Catered lunches in office on Mondays and Tuesdays
• Financial support for continuing education