Facilities Operations Coordinator

Bill Alexander Ford Lincoln; Madison (WI); On-site; USD 75,000 - 108,000; Full time

Job summary

Bill Alexander Ford Lincoln is seeking an Assistant Facilities Manager on a full-time contract basis to support daily operations, maintenance, safety, and efficiency across our facilities. You will coordinate maintenance activities, manage vendors, monitor conditions, and ensure a safe, well-maintained workplace.

The ideal candidate is organized, proactive, and capable of handling multiple priorities while collaborating with employees, contractors, and internal departments.

Qualifications

• Bachelor's degree preferred in facilities management, business administration, operations, engineering, or related field.
• 3+ years of experience in facilities management, building operations, property management, or related areas.
• Knowledge of facility operations, preventive maintenance, vendor management, and workplace safety practices.
• Experience coordinating contractors, service providers, maintenance personnel, and facility-related projects.
• Strong organizational, time-management, and multitasking skills.
• Excellent communication and interpersonal skills.
• Ability to identify problems, coordinate solutions, and manage competing priorities effectively.
• Proficiency with Microsoft Office and familiarity with facilities management, maintenance tracking, or work-order systems.
• Experience managing budgets, invoices, purchase orders, or service contracts preferred.
• Knowledge of building systems (HVAC, electrical, plumbing) a plus.
• Certifications such as FMP, CFM, or IFMA preferred but not required.

Responsibilities

• Assist with the daily management and operation of company facilities and workspaces.
• Support the development and implementation of facility maintenance schedules and operational procedures.
• Coordinate preventive and corrective maintenance activities for building systems, equipment, and facilities.
• Conduct regular facility inspections and identify maintenance, safety, and operational issues.
• Coordinate with vendors, contractors, and service providers to schedule repairs, inspections, and maintenance services.
• Monitor work performed by external contractors and ensure services meet established quality and safety standards.
• Assist with managing facility-related budgets, expenses, purchase orders, invoices, and service contracts.
• Maintain accurate records for maintenance activities, inspections, assets, vendor services, and facility documentation.
• Support workplace moves, office setups, space planning, and other facility improvement projects.
• Respond to employee requests and facility-related concerns in a timely and professional manner.
• Help ensure compliance with workplace safety policies, building requirements, and applicable regulations.
• Assist with emergency preparedness, business continuity, and facility response procedures.
• Monitor inventory and coordinate the purchasing of facility supplies, equipment, and services.
• Support energy efficiency, sustainability, and cost-reduction initiatives where applicable.
• Prepare operational reports and provide updates on maintenance activities, facility performance, and outstanding issues.
• Step in to support or represent the Facilities Manager when needed.

Skills

Facilities management

Vendor management

Budget management

Maintenance coordination

Communication

Problem solving

Microsoft Office

Education

Bachelor's degree in Facilities Management or related field

Tools

Facilities management systems

Work-order systems

Job description

Bill Alexander Ford Lincoln is seeking an Assistant Facilities Manager on a full-time contract basis to support daily operations, maintenance, safety, and efficiency across our facilities. You will coordinate maintenance activities, manage vendors, monitor conditions, and ensure a safe, well-maintained workplace.

The ideal candidate is organized, proactive, and capable of handling multiple priorities while collaborating with employees, contractors, and internal departments.