Facilities Coordinator

Avid Bioservices; Tustin (CA); On-site; USD 48,000 - 59,000; Full time

Job summary

Avid Bioservices in Tustin, CA is seeking a Facilities Coordinator to support day-to-day planning, scheduling, documentation, purchasing, and administrative activities within the Facilities Department. You will maintain electronic maintenance records, coordinate preventive maintenance, and prepare reports for stakeholders.

This full-time onsite role involves coordinating with technicians and third-party providers, processing requisitions and purchase orders, maintaining vendor information, and

Qualifications

• Four or more years of administrative, maintenance-coordination, document-control, or related experience in a regulated industry.
• Working knowledge of GMP requirements and FDA-regulated document-control practices relevant to maintenance records.
• Experience using maintenance-management software such as CMMS, AMMS, MMS, SAP, BM RAM, or a comparable system.
• Experience maintaining electronic records, coordinating schedules, preparing reports, and processing purchasing documentation.
• Ability to organize and communicate maintenance information accurately across multiple stakeholders.

Responsibilities

• Maintain electronic maintenance records and asset documentation in BM RAM, including attaching PDFs, to support complete equipment histories.
• Develop and adjust daily maintenance schedules with maintenance personnel to support timely completion of work.
• Track maintenance activities and communicate status to stakeholders for visibility and planning.
• Maintain equipment and preventive maintenance information in BM RAM, including new equipment setup.
• Plan and schedule third-party maintenance activities and ensure records reflect completed work.
• Generate and analyze department reports to monitor maintenance activity and support planning and issue resolution.
• Process requisitions and purchase orders for supplies, services, and equipment to support facilities operations.
• Maintain vendor records, pricing, agreements, and related repositories to support purchasing and service coordination.
• Train maintenance personnel on BM RAM usage and orient new employees to work-request submission processes.
• Organize, file, store, and retrieve department records and provide administrative support, including travel itineraries and expense reports.

Skills

Administrative coordination

Documentation control

Communication

Multitasking

Team collaboration

Education

Associate degree

Tools

BM RAM

CMMS

SAP

Job description

Your Role

The Facilities Coordinator supports the day-to-day planning, scheduling, documentation, purchasing, and administrative activities of the Facilities Department. The role maintains electronic maintenance records and asset information in BM RAM, coordinates preventive maintenance and work-order schedules, and tracks maintenance activities to support timely completion. The position prepares reports, communicates maintenance status to Facilities, Manufacturing, and Quality stakeholders, and coordinates with technicians and third-party service providers. The Facilities Coordinator also processes requisitions and purchase orders, maintains vendor information, and supports department documentation and administrative needs. The role works within established procedures and escalates scheduling, data, purchasing, or maintenance issues to Facilities management as appropriate.

Key Responsibilities

• Maintain electronic maintenance records and asset documentation in BM RAM, including attaching supporting PDF files, to support complete and accessible equipment histories.
• Develop and adjust daily maintenance schedules in coordination with maintenance personnel to support timely completion of preventive and corrective work.
• Track maintenance activities and communicate status to Facilities Management, Manufacturing Management, Quality Engineering, and other stakeholders to support visibility and operational planning.
• Maintain equipment and preventive maintenance information in BM RAM, including the setup of new equipment and preventive maintenance records, to support accurate maintenance planning.
• Plan and schedule third-party maintenance activities and confirm that completed work is accurately reflected in BM RAM to support record integrity and maintenance compliance.
• Generate and analyze department reports to monitor maintenance activity and provide information needed for planning, status updates, and issue resolution.
• Process requisitions and purchase orders for supplies, services, and equipment to support Facilities operations and timely vendor engagement.
• Maintain vendor records, pricing information, agreements, and related repositories to support purchasing and service coordination.
• Train maintenance personnel on BM RAM use and orient new employees to the work-request submission process to support consistent system and workflow adoption.
• Organize, file, store, and retrieve department records and provide administrative support, including travel itineraries and expense reports, to support Facilities and Engineering operations.

Minimum Qualifications

• Four or more years of administrative, maintenance-coordination, document-control, or related experience in a biological, pharmaceutical, dietary, or other regulated industry.
• Working knowledge of GMP requirements and FDA-regulated document-control practices relevant to maintenance records.
• Experience using maintenance-management software such as CMMS, AMMS, MMS, SAP, BM RAM, or a comparable system.
• Experience maintaining electronic records, coordinating schedules, preparing reports, and processing purchasing documentation.
• Ability to organize and communicate maintenance information accurately across multiple stakeholders.

Preferred Qualifications

• Associate degree in computer science, business administration, facilities management, or a related field.
• Experience administering BM RAM or a comparable computerized maintenance-management system.
• Experience supporting preventive maintenance master data, equipment records, or vendor-management processes.
• Experience training users on maintenance systems or work-request processes.

Position Type/Expected Hours of Work

This role is a full-time onsite position. Days and hours of work are Monday through Friday 8:00 a.m. to 5:00 p.m. unless otherwise stated by Supervisor. The employee must also have the ability to work overtime and/or weekends when necessary.

Compensation

We offer competitive compensation packages for this role, including a base salary, performance-based bonuses, and comprehensive benefits such as health, dental, and vision insurance, 401(k) matching, and paid time off.

The compensation range for this role is $34.61 - $43.27 hourly depending on experience and qualifications. Additionally, we offer opportunities for career growth and development as well as a supportive and inclusive work environment.

Who you are

• You have a "bring it on!" team player approach and an unshakable positive attitude, always ready to tackle anything that comes your way.
• Your written and verbal skills are out of this world, and you communicate with clarity and confidence.
• You have exceptional multitasking skills and an unparalleled attention to detail that ensure the smooth running of everything.
• You are a master at building relationships, capable of establishing connections with anyone, be it team members, clients, vendors, or suppliers.

Physical Demands & Work Environment

In this dynamic role, expect a blend of regular activities like sitting, standing, and walking, with occasional physically engaging tasks such as lifting objects up to 25 pounds. The work environment might expose you to electrical shocks, toxic chemicals, vibrations, or loud noise levels occasionally. However, reasonable accommodations are available to enable individuals with different abilities to perform effectively, ensuring a supportive and adaptable work setting. Your visual acuity, including close, distance, and color vision, will be essential in navigating through the diverse day-to-day demands of this position.