Facilities Coordinator

Jobtailor; North Carolina; On-site; USD 55,000 - 85,000; Full time

Job summary

Jobtailor is seeking a Facilities Manager to oversee daily operations across multiple office locations in North Carolina and beyond. You will coordinate work orders, vendor relationships, and fleet records to ensure safe, compliant, and efficient workplaces.

Responsibilities include tracking documentation, COIs, procurement of FF&E, and ensuring adherence to productivity and Corporate Compliance standards. You will collaborate with cross-functional teams and manage competing priorities with

Qualifications

• Experience in facilities management or workplace operations.
• Experience supporting multiple office locations or geographically dispersed portfolio.
• Ability to manage priorities across sites with different needs and stakeholders.
• Experience coordinating with remote vendors and property management across regions and time zones.
• Experience managing facilities vendors, including pest control, landscaping, and building maintenance.
• Experience with fleet administration, asset management, or similar operational responsibilities preferred.
• Strong organizational skills with the ability to manage competing priorities.
• Proven problem-solving skills in a multi-site environment.
• Ability to work independently while collaborating effectively with cross-functional teams.
• Strong communication, customer service, and stakeholder management skills.
• Proficiency in Microsoft Office and administrative systems.

Responsibilities

• Coordinate and respond to facilities work orders from U.S. sites, ensuring timely resolution through vendor and stakeholder communication.
• Maintain tracking systems, documentation, and status reporting for all facilities requests.
• Support daily workplace operations across multiple OBNA office locations.
• Coordinate procurement of furniture, fixtures, equipment (FF&E), and fire and life safety equipment.
• Obtain and distribute Certificates of Insurance (COIs) as required.
• Coordinate vendors and monitor performance and compliance.
• Process invoices, expense documentation, and reconciliations.
• Administer fleet records, scheduling, and accident documentation.
• Meet productivity, quality, and Corporate Compliance standards.
• Perform other duties and special projects as assigned.

Skills

Facilities management

Office administration

Multi-site coordination

Vendor management

Fleet administration

Organizational skills

Problem solving

Independent work

Cross-functional collaboration

Communication

Microsoft Office

Tools

Microsoft Office

Job description

Responsibilities

• Coordinate and respond to facilities work orders from U.S. sites, ensuring timely resolution through vendor and stakeholder communication.
• Maintain tracking systems, documentation, and status reporting for all facilities requests.
• Support daily workplace operations across multiple OBNA office locations.
• Coordinate procurement of furniture, fixtures, equipment (FF&E), and fire and life safety equipment.
• Obtain and distribute Certificates of Insurance (COIs) as required.
• Coordinate vendors and monitor performance and compliance.
• Process invoices, expense documentation, and reconciliations.
• Administer fleet records, scheduling, and accident documentation.
• Meet productivity, quality, and Corporate Compliance standards.
• Perform other duties and special projects as assigned.

Requirements

• 3+ years of experience in facilities management, workplace operations, office administration, or a related field
• Experience supporting multiple office locations or a geographically dispersed portfolio
• Ability to manage priorities across sites with different needs and stakeholders
• Experience coordinating with remote vendors and property management across regions and time zones
• Experience managing facilities vendors, including pest control, landscaping, and building maintenance
• Experience with fleet administration, asset management, or similar operational responsibilities preferred
• Strong organizational skills with the ability to manage competing priorities
• Proven problem-solving skills in a multi-site environment
• Ability to work independently while collaborating effectively with cross-functional teams
• Strong communication, customer service, and stakeholder management skills
• Proficiency in Microsoft Office and administrative systems