Facilities Coordinator III

Medxcel; Jacksonville, Northern (FL, KY); Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Comprehensive health coverage

403(b) retirement plan

Paid time off

Tuition reimbursement

Employee Assistance Program

Parental leave

Job summary

Medxcel is seeking an experienced administrative professional to support financial operations and executive administration at the Jacksonville location. The role involves data entry for PO/invoicing, vendor contracts, and calendar management for the Director.

You will coordinate travel, expenses, and document prep, while helping standardize procedures across multiple sites and preparing regular reports. A strong background in admin roles and vendor coordination is essential.

Qualifications

• Experience supporting multiple locations.
• High school diploma required.
• 5+ years in administrative roles or equivalent.
• Trade school graduate with 3+ years related experience, or equivalent.
• Other combination of relevant education or experience accepted.

Responsibilities

• Manage core financial administration including data entry, PO support, invoicing, and status reporting.
• Serve as primary contact for stakeholders and provide admin support to Director/Executive, including calendar, travel, expenses, and document prep.
• Support development and management of vendor contracts and agreements; drive process improvements.
• Coordinate with site managers for CMMS data entry and asset management; analyze CSHA data and support FMOS docs.
• Identify change management opportunities and assist in monthly, quarterly and annual reporting.

Skills

Administrative support

Calendar management

Vendor management

Multi-location support

Education

High school diploma

Trade school graduate

Equivalent education/experience

Tools

CMMS

Accounts payable software

Microsoft Excel

Job description

Overview

Life at Medxcel: Where purpose meets opportunity

Medxcel is here to lead the transformation of healthcare facilities management by incorporating a new approach to providing services. Created by healthcare, for healthcare, we have a dedicated focus on our people and customers, as well as providing tools, processes, support resources, data analytics and insource strategies that drive results

Your future role at a glance

Location: Jacksonville, FL

Facility: St. Vinecent's Jacksonville-Riverside

Department: Facilities

Schedule: Day shift | Full-time

Benefits that help you thrive

• Comprehensive health coverage: medical, dental, vision, prescription coverage and HSA/FSA options.

• Financial security & retirement:employer-matched 403(b), planning and hardship resources, disability and life insurance.

• Time to recharge: pro-rated paid time off (PTO) and holidays.

• Career growth:Tuition reimbursement, ongoing professional development and online learning.

• Emotional well-being:Employee Assistance Program,counseling and peer support, spiritual care and stress management resources.

• Family support: parental leave, adoption assistance and family benefits.

Benefit options and eligibility vary by position, scheduled hours and location. Benefits are subject to change at any time. Your recruiter will provide the most up-to-date details during the hiring process.

Responsibilities

How you’ll make an impact in this role

• Manages core financial administration, including data entry and support for operational purchase orders, contracting, invoicing, and status reporting. This duty encompasses purchase order maintenance, accounts payable research, reconciling vendor statements, and providing monthly operational cash flow projections against budgets.
• Serves as the professional first contact for all stakeholders and provides comprehensive administrative support to the Director/Executive. This includes tracking and managing the Director's calendar, coordinating travel and expense tracking, preparing meeting agendas and minutes, and reviewing/editing documents for signature.
• Supports the development and management of national and local vendor contracts and agreements, driving continuous improvement initiatives focused on these contracts and departmental procedures. This involves troubleshooting issues with internal customers and communicating with vendors to resolve outstanding invoices.
• Coordinates with site managers to establish baseline procedures for CMMS data entry and asset management. Responsibilities include managing and analyzing Current State Health Assessment (CSHA) data for trends, assisting with FMOS documentation management, and handling ad hoc data requests.
• Identifies and implements change management systems to streamline work processes and gain efficiencies. The role participates in multidisciplinary committees and assists the Director in preparing monthly, quarterly, and annual reports.

Qualifications

What minimum requirements you’ll need

Required:

• Experience supporting multiple locations
• High school diploma
• 5 or more years’ experience in administrative role(s)
• Graduate of trade school and 3 years’ related experience
• Other equivalent combination of relevant education or experience