Facilities Coordinator

Harvard Integrations; Tea (SD); On-site; USD 42,000 - 62,000; Full time

Job summary

Harvard Integrations is seeking an administrative coordinator to provide daily support for the Facilities Department. The role includes CMMS asset maintenance, purchasing, invoicing, and vendor coordination across multiple facilities.

Ideal candidates will have 3+ years in related roles, strong organization, and solid communication. Travel between facilities may be required; proficiency with CMMS (Limble preferred) and MS 365 is valued.

Qualifications

• Three+ years in administrative, coordinator, purchasing, facilities, or related roles.
• Strong organizational and multi-tasking abilities in a fast-paced manufacturing environment.
• Excellent written and verbal communication with diverse teams.
• Proficiency with Microsoft 365; familiarity with a CMMS/ERP system preferred.
• Valid driver's license and ability to travel between facilities.

Responsibilities

• Provide daily administrative and coordination support to Facilities team.
• Maintain CMMS asset records, locations, warranties, and documentation.
• Prepare and track purchase requisitions and POs; obtain quotes as directed.
• Track invoices through approval; assist with coding and documentation.
• Maintain vendor contact information, proposals, warranties, and records.
• Support capital projects with schedules, submittals, and project docs.
• Prepare agendas, minutes, weekly updates, and department communications.
• Assist with annual budget and spend tracking; manage costs.
• Handle confidential financial, employee, vendor, and project data.
• Travel between company facilities as needed.

Skills

Administrative coordination

Vendor coordination

Recordkeeping

Strong communication

Organizational skills

Problem solving

Education

High school diploma or equivalent

Tools

Limble CMMS

ERP systems

MS 365

Job description

Description

Provides administrative, CMMS, purchasing, vendor, and project coordination support for the Facilities Department. Serves as the central coordination point for Limble purchase requests, asset records, department reporting, and project documentation.

• Provide daily administrative and coordination support to the Facilities Manager, Equipment Maintenance, Building Maintenance, and Custodial Leads.
• Maintain accurate CMMS asset records, locations, manuals, warranties, service reports, photographs, and supporting documentation.
• Prepare and track purchase requisitions and purchase orders; obtain quotes as directed; track delivery status; and maintain organized purchasing records.
• Track invoices through the approval process, match invoices to work performed or purchases, assist with coding and documentation questions, and follow up on unresolved items.
• Maintain vendor contact information, proposals, service agreements, warranty information, and supporting records.
• Support capital projects and construction work by tracking schedules, quotes, action items, submittals, change information, project documentation, and closeout records.
• Prepare meeting agendas, action lists, minutes, weekly updates, monthly reports, and other department communications.
• Maintain department records for fleet, tools and equipment, keys and access, training, certifications, inspections, and other assigned operational documentation.
• Assist with annual department budget and spend tracking, uniforms, software licenses, vendor costs, equipment, and other operating expenses.
• Maintain organized electronic and paper records and handle financial, employee, vendor, and project information with appropriate confidentiality.
• Support continuous improvement of department workflows, CMMS data quality, purchasing processes, reporting, and administrative controls.
• Other duties as assigned

Requirements

• High school diploma, GED, or equivalent required.
• Three or more years of administrative, coordinator, purchasing, facilities, maintenance-support, construction-support, or related experience preferred.
• Strong organizational skills with the ability to manage multiple priorities, deadlines, vendors, and follow-up items in a fast-paced manufacturing environment.
• Strong written and verbal communication skills and the ability to work effectively with maintenance technicians, department leads, production, vendors, Finance, HR, and leadership.
• Strong attention to detail and ability to maintain accurate records, financial documentation, schedules, and asset information.
• Proficiency with Microsoft 365 applications, including Outlook, Excel, Word, and Teams; experience with a CMMS, work-order system, or ERP platform preferred.
• Experience with Limble CMMS is preferred; ability to learn and administer software systems is required.
• Working knowledge of purchase orders, invoices, quotes, budget tracking, and vendor coordination preferred.
• Ability to work independently, identify missing information, solve administrative problems, and follow issues through completion.
• Ability to handle confidential financial, employee, vendor, and project information appropriately.
• Valid driver's license and ability to travel between company facilities as needed.