Facilities Coordinator

Archdiocese of St. Louis; Northern (KY); Hybrid; USD 45,000 - 65,000; Full time

Job summary

Catholic Charities of the Archdiocese of St. Louis is seeking a Facilities Coordinator to support operations across ministries.

The role serves as the primary CMMS administrator, tracking maintenance requests, preventive maintenance, and closures, and coordinating with staff and vendors. Reporting to the Senior Director of Facilities Operations, the coordinator ensures documentation and communication are thorough and timely, performs administrative tasks, and supports scheduling, inspections,

Qualifications

• Associate’s degree or 2 years of professional experience required.
• 3–5 years in facilities coordination, operations, or admin preferred.
• Experience with CMMS platforms and multi-site environments preferred.
• Disaster planning knowledge/experience required.

Responsibilities

• Serve as the primary CMMS administrator across ministries.
• Track and close maintenance work orders to ensure timely completion.
• Assist with preventive maintenance schedules and documentation.
• Generate CMMS status and compliance reports.
• Coordinate communication among facilities staff, site leaders, and vendors.
• Assist with scheduling meetings, walkthroughs, inspections, and vendor visits.
• Monitor facilities-related emails for the Senior Director of Facilities.
• Provide admin support by sending emails, scheduling services, and coordinating vendors.
• Track vendor proposals, service reports, and completion documentation.
• Ensure facilities documentation is organized and up to date.
• Assist with tracking facilities-related insurance claims.
• Maintain organized records of maintenance, vendor work, and claims.
• Provide coordination support to the Senior Director of Facilities as assigned.

Skills

CMMS administration

Facilities coordination

Vendor coordination

Administrative support

Education

Associate’s degree

2 years of equivalent experience

Tools

CMMS platforms

Multisite environment tools

Job description

Catholic Charities of the Archdiocese of St. Louis is hiring a Facilities Coordinator. This shared service role will support facilities operations across all Catholic Charities ministries. This position serves as the primary administrator for the Computerized Maintenance Management System (CMMS), ensuring maintenance requests and preventive maintenance activities are tracked, followed through, and closed out efficiently. Reporting to the Senior Director of Facilities Operations, the Facilities Coordinator collaborates with facilities staff, site leaders, and vendors to ensure consistent communication, documentation, and follow-through across all ministries. This role does not include supervisory or managerial authority.

Job Responsibilities

• Serve as the primary administrator for the CMMS across all ministries.
• Monitor, track, and follow up on maintenance work orders to ensure timely completion and closure.
• Assist with tracking preventive maintenance schedules and documentation.
• Generate basic CMMS status and compliance reports.
• Coordinate communication between facilities staff, site leaders, and vendors.
• Assist with scheduling facilities meetings, walkthroughs, inspections, and vendor visits.
• Monitor and follow up on facilities-related emails on behalf of the Senior Director of Facilities.
• Assist the Senior Director of Facilities by sending emails, scheduling services, and coordinating vendors on the Senior Director’s behalf.
• Track vendor proposals, service reports, and completion documentation.
• Ensure facilities documentation is collected and organized.
• Assist with tracking facilities-related insurance claims.
• Maintain organized records related to maintenance, vendor work, and claims.
• Provide administrative and coordination support to the Senior Director of Facilities as assigned.

Job Requirements

• Associate’s degree or 2 years of equivalent professional experience required.
• 3–5 years of facilities coordination, operations, or administrative experience preferred.
• Experience with CMMS platforms and multi-site environments preferred.
• Disaster planning knowledge/experience required.

Catholic Charities of St. Louisdoes not discriminate on the basis of handicapped status in the admission or access to, or treatment or employment in, its federally assisted programs and activities. Catholic Charities of St. Louisis an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, or disability. Pre-Employment Screening All candidates receiving an employment offer must submit a pre-employment screening. The screenings will include criminal background check and other background checks (as needed), Family Care Safety Registration, drug screen, an employment and education or licensure/certification verification, and Covid-19 and Influenza vaccination. Various positions will require physical examination, Tuberculosis screening and Hepatitis A. All offers are contingent upon successful completion of required screening.

Our Mission

To bring the healing, help, and hope of Jesus Christ to those in need with a compassionate, caring presence. Catholic Charities of the Archdiocese of St. Louis will be a premier leader in community renewal and a visible catalyst for social outreach by connecting with people, parishes, and ministries committed to a meaningful communion of care to those in need across every square mile of the Archdiocese of St. Louis.

As a part of the Catholic Charitiesfamily, you’ll have the resources to care for those closest to you. Options include generous parental leave policies, flexible working arrangements, group life insurance, permanent health insurance, and dedicated support to help you find the right child care or elder care.