Facilities Coordinator - 058

U.S. Facilities, Inc; Culver City (CA); On-site; USD 52,000 - 72,000; Full time

Job summary

U.S. Facilities, Inc. in Culver City, CA seeks a Facilities Coordinator I to support Critical and Maintenance teams. The role focuses on CMMS administration, vendor logistics, and end-to-end administrative workflows from work orders to billing.

Responsibilities include daily admin tasks, weekly ticket reviews, vendor liaison, SOR/SACR processing, and PM program support. Strong data entry and communication skills are essential.

Qualifications

• High School diploma or equivalent required.
• Pre-employment screenings will be conducted.
• Overtime, holidays, varying shifts may be required.

Responsibilities

• Provide daily admin support to Facilities Services, including scheduling and data entry.
• Lead weekly meetings to review tickets, SORs, vendor needs, and project statuses.
• Serve as admin point of contact for external vendors.
• Process SORs and SACRs; coordinate security and vendor access.
• Assist with preventative maintenance program scheduling and management.
• Enter and track work orders in the CMMS and escalate delays.
• Coordinate invoice processing for accurate records.
• Maintain maintenance logs, safety docs, supplier files, permits.
• Draft and distribute service updates, schedules, notices.
• Provide weekly activity KPIs and trends to Account Manager.

Skills

Data entry

Scheduling

Vendor coordination

Reporting

Communication

Team collaboration

Problem solving

Education

High School diploma or equivalent

Tools

MS Office

Work order system

iOS environment

Job description

U.S. Facilities, Inc., an integrated facilities management corporation, is currently accepting resumes for the position of Facilities Coordinator I in Culver City, CA.

Job Summary

The Facilities Maintenance Coordinator provides comprehensive administrative and technical support to both the Critical and Maintenance teams. Operating primarily from a desk environment, this role serves as the administrative backbone of the maintenance department by managing the Computerized Maintenance Management System (CMMS), coordinating vendor logistics, and ensuring all administrative workflows-from work orders through billing-operate efficiently and accurately.

Responsibilities

• Provide daily administrative support to the Facilities Services team, including scheduling, data entry, and reporting.
• Lead weekly meetings with the Critical and Maintenance teams to review open tickets, SORs, vendor support needs, and project statuses.
• Serve as the administrative point of contact for external vendors.
• Process SORs and SACRs while coordinating security support and vendor badging for on-site access.
• Assist with creating, scheduling, and managing preventative maintenance programs.
• Enter and track preventative maintenance and corrective work orders within the CMMS, escalating delays as necessary.
• Track work orders through completion and coordinate invoice processing to ensure accurate financial record-keeping.
• Organize and maintain maintenance logs, safety and compliance documentation, supplier files, and permit records.
• Draft and distribute service updates, schedules, and notices.
• Provide weekly reports to the Account Manager detailing maintenance activities, KPIs, and operational trends.

Additional Responsibilities

• Manage security support for vendors performing onsite services.
• Update and maintain accurate records and official documentation for the site's building operations.
• Comply with all requirements of the client contract and meet or exceed Key Performance Indicators (KPIs)
• Deliver an exceptional quality of service, as reflected by client feedback
• Coordinate site operations in accordance with all agreed policies, procedures, and contract scope.

• Maintains punctual, regular, and predictable attendance.
• Works collaboratively in a team environment with a spirit of cooperation.
• Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with clients and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
• Respectfully takes direction from supervisor.
• Complies with all safety policies, practices and procedures and reports all unsafe activities to supervisors.
• Provides leadership to others through example and sharing knowledge and skills.
• Perform other duties as assigned.

Essential Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the competencies (minimum knowledge, skill, and ability) required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• High School diploma or equivalent
• Must be able to pass pre-employment screenings as required by US Facilities and client
• Must be willing to work overtime, holidays, various shifts, weekends, and alternative work schedules.

Preferred Qualifications

• 3+ years' experience in commercial building maintenance or related field.
• 5+ years' experience operating relevant computer hardware/software (e.g. HVAC, security, MS Office, Work order system, smart phones, etc.)
• Experience using a computer in an iOS environment

Skills and Ability

• Ability to prioritize, multi-task and utilize resources to execute tasks within a deadline-oriented environment
• Demonstrated initiative and trouble shooting skills
• Demonstrated ability to use relevant technology including work order system and smart phone
• Willingness and demonstration of professional development and continual learning
• Demonstrated working knowledge of typical office building systems (e.g. mechanical, fire and life safety, electrical, HVAC, security systems, plumbing, etc.)
• Able to work with minimal supervision and lead by example
• Demonstrated ability to function in a team environment and proactively problem solve
• Proficiency in a range of information technology tools and platforms.
• Able to handle stressful situations effectively
• Self-motivated; confident, energetic, and flexible.

Physical Demands

This position requires long periods of sitting and repetitive wrist motions. The employee must frequently lift and/or move items up to 10 pounds and sometimes more than 10 pounds and rarely over 50 pounds. #USFIND01