Facilities Coordinator

The Planet Group; New Haven (CT); On-site; USD 34,000 - 48,000; Full time

Job summary

A leading facility management company based in Connecticut is seeking an experienced professional to plan and schedule daily and long-term maintenance work for a site-based team. Responsibilities include managing work requests, creating schedules, generating reports, and supporting administrative tasks. Ideal candidates will possess an associate’s degree and 5-10 years of relevant experience, with strong skills in CMMS and office software. This role offers an opportunity to contribute to effective facility operations.

Qualifications

• 5–10 years of related experience and/or training.
• Experience in an industrial maintenance environment is required.
• Proficiency with CMMS and standard office software is essential.
• Equivalent combination of education and experience will be considered.

Responsibilities

• Plan and schedule daily and long-term work for maintenance team.
• Develop and manage work schedules and dispatch tasks.
• Create reports and performance metrics using applicable software.
• Process and verify daily timesheets for accuracy.
• Assist with procurement of materials and services.
• Create reports and performance metrics (graphs, charts, spreadsheets) using applicable software.
• Process and verify daily timesheets for accuracy.
• Assist with procurement of materials and services, including issuing and tracking purchase orders (POs) and invoices.
• Schedule and maintain safety training matrix for all team members.
• Maintain organized filing systems to ensure proper recordkeeping and documentation.
• Support mailroom duties and assist with coordination and setup of small site events.
• Perform additional duties as assigned by the Site Manager.

Skills

Strong communication and coordination skills

Attention to detail

Organizational ability

Scheduling abilities

Multitasking abilities

Education

Associate’s degree (A.A.)

Tools

CMMS

Excel

Word

Job description

Duration: 4-5+ months (extension or contract to hire likely)

Work Schedule: M-F (7:30am - 4pm)

Job Summary

Plan and schedule both daily and long-term work for a site-based facility maintenance team using CMMS and related software systems. Provide administrative support to the Site Manager, assist with mailroom operations as needed, and coordinate small events including setup and logistics.

Essential Duties and Responsibilities

• Receive, review, and schedule work requests for subcontractors and on-site personnel; input and correct data as needed to ensure accuracy
• Interface with customers (as required) to clarify scope of work and provide status updates
• Develop and manage daily, weekly, and monthly work schedules; dispatch tasks to appropriate team members
• Generate and distribute preventive maintenance (PM) schedules; track progress to ensure monthly compliance
• Maintain and update work order logs to support accurate monthly reporting
• Create reports and performance metrics (graphs, charts, spreadsheets) using applicable software
• Process and verify daily timesheets for accuracy
• Assist with procurement of materials and services, including issuing and tracking purchase orders (POs) and invoices
• Schedule and maintain safety training matrix for all team members
• Maintain organized filing systems to ensure proper recordkeeping and documentation
• Support mailroom duties and assist with coordination and setup of small site events
• Perform additional duties as assigned by the Site Manager

Qualifications

Education

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

Experience

• 5–10 years of related experience and/or training
• Equivalent combination of education and experience will be considered

Technical Skills

• Experience working in an industrial maintenance environment
• Proficiency with CMMS and standard office software (e.g., Excel, Word)
• Strong organizational, scheduling, and multitasking abilities

Additional Skills

• Strong communication and coordination skills
• Attention to detail with a focus on data accuracy
• Ability to work independently and support a team environment