Facilities Maintenance Coordinator

U.S. Facilities, Inc; Troy (MI); On-site; USD 50,000 - 70,000; Full time

Job summary

U.S. Facilities, Inc. in Troy, MI is seeking a Facilities Maintenance Coordinator to support the Critical and Maintenance teams.

This desk-based role manages CMMS data, coordinates vendor logistics, and tracks work orders from creation to invoice processing, helping keep facilities safe, reliable, and welcoming for occupants. The ideal candidate has a high school diploma, strong computer skills, and experience with building systems, with the ability to juggle multiple tasks while meeting KPIs.

Qualifications

• High school diploma or equivalent.
• Willingness to work overtime, holidays, weekends and various shifts.
• At least three years of experience in commercial building maintenance or related field.
• At least five years of experience operating hardware and software including HVAC, security systems, Microsoft Office, work order systems and smartphones.
• Experience using a computer in an iOS environment.

Responsibilities

• Provide daily administrative support to Facilities Services, including scheduling, data entry, and reporting.
• Lead weekly meetings with Critical and Maintenance teams to review tickets and project status.
• Coordinate vendor logistics and serve as admin contact for external vendors.
• Assist in developing and scheduling preventive maintenance programs.
• Enter, schedule, and track preventive and corrective work orders in the CMMS; monitor progress to completion.
• Coordinate invoice processing and maintain financial records for work orders.
• Organize maintenance logs, safety/compliance documentation, supplier files, permits, and site records.
• Prepare weekly reports for Account Manager on maintenance activities, KPIs, and trends.
• Ensure compliance with client contract requirements and meet KPIs.
• Deliver high-quality service reflected in client feedback.

Skills

CMMS management

Vendor coordination

Data entry

Scheduling

Reporting

Multitasking

Problem solving

Communication

Education

High school diploma or equivalent

Tools

Microsoft Office

CMMS

Work order systems

iOS computer use

Job description

Build your career with U.S. Facilities, Inc. (USF), a trusted, customer-focused national provider of facilities management and infrastructure support services, where your work keeps the buildings, people depend on running safely and smoothly every day. We are looking for an organized, dependable Facilities Maintenance Coordinator in our Troy Michigan location to provide administrative and technical support to our Critical and Maintenance teams. In this primarily desk-based role, you will manage our Computerized Maintenance Management System (CMMS), coordinate vendor logistics, and keep work flowing smoothly from work order creation through completion and invoice processing, helping keep every facility safe, fully operational, and welcoming for everyone who uses it. If you take pride in a job well done and thrive on keeping things running, we want to hear from you!

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, vendor support requirements, and project status.
• Serve as the administrative point of contact for external vendors and coordinate vendor logistics.
• Assist in developing, scheduling, and managing preventive maintenance programs.
• Enter, schedule, and track preventive maintenance and corrective work orders in the CMMS; monitor progress through completion and elevate delays as needed.
• Coordinate invoice processing and maintain accurate financial records associated with completed work orders.
• Organize and maintain maintenance logs, safety and compliance documentation, supplier files, permit records, and official site building operations records.
• Draft and distribute service updates, schedules, and notices.
• Prepare weekly reports for the Account Manager on maintenance activities, key performance indicators (KPIs), and operational trends.
• Comply with client contract requirements and meet or exceed established KPIs.
• Deliver high-quality service, as reflected in client feedback.
• Coordinate site operations in accordance with agreed policies, procedures, and contract scope.
• Maintain punctual, regular, and predictable attendance.
• Work collaboratively and foster a cooperative team environment.
• Communicate effectively with clients and coworkers, applying presentation, persuasion, and negotiation skills while remaining calm and courteous under pressure.
• Accept and follow supervisory direction respectfully.
• Comply with all safety policies, practices, and procedures, and report unsafe activities to supervisors.
• Provide leadership by example and share knowledge and skills with others.
• Perform other duties as assigned.

Qualifications:

• High school diploma or equivalent.
• Ability to pass pre-employment screenings required
• Willingness to work overtime, holidays, various shifts, weekends, and alternative work schedules.
• At least three years of experience in commercial building maintenance or a related field.
• At least five years of experience operating relevant computer hardware and software, including HVAC and security systems, Microsoft Office, work order systems, and smartphones.
• Experience using a computer in an iOS environment.

Skills and Ability:

• Ability to prioritize competing tasks, multitask, and use available resources to meet deadlines.
• Demonstrated initiative, troubleshooting skills, and proactive problem-solving ability.
• Proficiency with relevant technology, including work order systems, smartphones, and a range of information technology tools and platforms.
• Commitment to professional development and continuous learning.
• Working knowledge of typical office building systems, including mechanical, fire and life safety, electrical, HVAC, security, and plumbing systems.
• Ability to work with minimal supervision, lead by example, and contribute effectively in a team environment.
• Ability to manage stressful situations effectively.
• Self-motivation, confidence, energy, and flexibility.

Physical Demands:

• Prolonged periods of sitting and repetitive wrist motions.
• Frequent lifting and/or moving of items weighing up to 10 pounds, occasional lifting and/or moving of items weighing more than 10 pounds, and rare lifting and/or moving of items weighing more than 50 pounds.

U.S. Facilities, Inc. is an equal opportunity employer. We are committed to equal employment opportunity and consider all qualified applicants without regard to race, color, religion, sex/gender (including pregnancy), gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, age, disability, genetic information, military or veteran status, or any other characteristic protected by law.

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