Facilities Coordinator

Equus Workforce Solutions; Louisville (KY); Remote; USD 45,000 - 55,000; Full time

Job summary

A leading company is seeking a Facilities Coordinator to provide administrative and operational support for a national real estate portfolio. The role involves organizing lease files, coordinating with departments, and communicating with landlords. Ideal candidates are detail-oriented and able to work independently in a remote setting.

Qualifications

• 1–2 years of experience in administrative or facilities support role.
• Comfortable with email communication and document management.
• Available to work Pacific Time Zone hours.

Responsibilities

• Maintain and organize lease documentation and electronic files.
• Track lease terms, renewal dates, and property-related deadlines.
• Communicate with landlords and vendors regarding rent payments.

Skills

Attention to Detail

Independent Work

Communication

Tools

Microsoft Excel

Microsoft Outlook

Microsoft Word

Adobe Acrobat

MRI ProLease

Job description

Job Description

The Facilities Coordinator provides administrative and operational support to the Facilities Manager for a national real estate portfolio. This position focuses on organizing lease files, coordinating with internal departments, tracking key property-related tasks, and communicating with landlords and vendors. The ideal candidate is detail-oriented, organized, and comfortable working independently in a remote environment.

• Maintain and organize lease documentation and electronic files
• Track lease terms, renewal dates, and property-related deadlines
• Communicate with landlords and vendors regarding rent payments, maintenance issues, and lease questions
• Coordinate with internal departments (Accounts Payable, Legal, Finance) to ensure timely payments and document routing
• Input and update information in lease tracking spreadsheets and systems
• Assist with pulling data, formatting reports, and updating trackers for the Facilities Manager
• Help manage maintenance logs and follow up on open facilities issues
• Route lease documents for signatures and approvals

Qualifications

Requirements

• 1–2 years of experience in an administrative, facilities, or real estate support role
• Strong attention to detail and follow-through
• Intermediate-level proficiency in Microsoft Excel (including sorting/filtering, formulas, and formatting)
• Comfortable with email communication and document management
• Familiarity with Microsoft Outlook, Word, and Adobe Acrobat
• Ability to work independently and support a remote team
• Must be available to work Pacific Time Zone hours

Preferred Qualifications

• Experience with MRI ProLease or similar lease/property management software
• Familiarity with commercial leasing or facilities operations
• Previous experience supporting a multi-site or national real estate portfolio