Facilities Operations Coordinator

Arora Engineers, Inc.; Pennsylvania; Hybrid; USD 60,000 - 80,000; Full time

Job summary

ARORA ENGINEERS, LLC. is seeking a Facilities Operations Coordinator to provide operational and administrative support for our Facilities Management portfolio. You will coordinate work orders, project activities, and reporting while serving as the liaison among customers, subcontractors, and internal teams.

The role emphasizes strong organization, initiative, and attention to detail in a fast-paced environment, with responsibilities spanning project setup, documentation, and compliance.

Qualifications

• Five years of admin/operations coordination experience.
• Two years supporting facilities management or related environment.
• Experience coordinating multiple concurrent projects or work orders.
• Experience with subcontractor or vendor management activities.
• Experience using CMMS or similar work order systems.
• Strong MS Office 365, especially Excel, for reporting and dashboards.

Responsibilities

• Coordinate Facilities Management Operations from initiation to closeout.
• Manage project administration including setup, work orders, documentation, and records.
• Maintain CMMS data, dashboards, and performance metrics for reporting.
• Support subcontractor onboarding, procurement activities, and vendor compliance.
• Assist with proposal documentation, invoicing, and project reconciliation/closeout.
• Coordinate after-hours service requests and meetings; support transitions.
• Support safety, quality, and compliance documentation and processes.
• Promote standardized procedures and cross-functional collaboration.
• Escalate workflow issues and analyze data to drive improvements.

Skills

Organizational skills

Attention to detail

Communication

Project coordination

Education

Associate or Bachelor’s degree in any discipline

Equivalent combinations of education, training, and experience

Tools

CMMS

Excel

Job description

Description

POSITION OVERVIEW:

The Facilities Operations Coordinator provides operational and administrative support for Arora's Facilities Management portfolio by coordinating work order and project activities from initiation through closeout. Serving as a central point of coordination between customers, subcontractors, Facilities Management leadership, and internal support departments, this position supports efficient service delivery, customer reporting, subcontractor administration, and project execution while ensuring compliance with customer requirements and company procedures.

The position provides operational continuity by supporting Facilities Management leadership, coordinating cross-functional activities, and serving as administrative backup to Project Managers during periods of high workload or planned absences. Success in this role requires strong organizational skills, initiative, attention to detail, and the ability to coordinate multiple stakeholders and competing priorities in a fast-paced facilities management environment.

ESSENTIAL RESPONSIBIILTIES:

• Coordinate Facilities Management Operations by supporting the execution of multiple facilities management contracts and ensuring projects progress efficiently from initiation through closeout.
• Manage Project Administration by coordinating project setup, work order administration, project documentation, and operational records in accordance with customer and company requirements.
• Coordinate Work Management Systems by maintaining CMMS data, customer-facing trackers, operational dashboards, performance metrics, and reporting tools that support effective work order management and program visibility.
• Coordinate Subcontractor Operations by supporting subcontractor onboarding, procurement activities, proposal coordination, operational communications, and vendor compliance while serving as the primary administrative liaison between subcontractors and internal teams.
• Support Financial Administration by coordinating proposal documentation, customer approvals, invoice preparation, project reconciliation, and project closeout activities to support timely financial processing.
• Coordinate Operational Support Activities by facilitating after-hours service requests, supporting contract mobilization and operational transitions, coordinating customer meetings, and providing administrative support to Facilities Management leadership.
• Support Safety, Quality, and Compliance Programs by coordinating meetings, maintaining required documentation, tracking action items, and supporting administrative compliance activities.
• Drive Operational Excellence by maintaining standardized procedures, supporting employee and subcontractor onboarding, recommending process improvements, and promoting consistent operational practices across the Facilities Management organization.
• Foster Cross-Functional Collaboration by coordinating activities among Operations, Procurement, Accounting, Contracts, Project Management, customers, and subcontractors to support efficient program execution and exceptional customer service.
• Exercise independent judgment in coordinating operational priorities, resolving routine workflow issues, recommending process improvements/solutions, and escalating matters requiring review.
• Analyze operational data, customer requirements, and performance trends to recommend process improvements and support management decision making.

Requirements

QUALIFICATIONS & EXPERIENCE:

Education:

• Associate or bachelor’s degree in any discipline is preferred.
• Equivalent combinations of education, training, and relevant work experience will be considered.

Experience:

• Minimum five (5) years of progressively responsible administrative, operations coordination, project coordination, or program support experience.
• Minimum two (2) years supporting facilities management, operations and maintenance, property management, construction, service delivery, or a related facilities services environment.
• Demonstrated experience coordinating multiple concurrent projects or work orders while managing competing priorities in a fast-paced environment.
• Experience supporting subcontractor or vendor management activities, including onboarding, coordination, performance tracking, or contract administration.
• Experience utilizing Computerized Maintenance Management Systems (CMMS), work order management systems, or similar operational platforms to coordinate service requests, maintenance activities, and reporting.
• Strong proficiency with Microsoft Office 365, particularly Excel, including development and maintenance of reports, dashboards, trackers, and operational documentation.
• Experience coordinating activities across multiple departments and communicating effectively with customers, subcontractors, and internal stakeholders.
• Experience supporting operational reporting, document control, financial administration, or project controls.
• Government contracting and/or facilities management experience is preferred.

Equipment, Physical Activity, Physical, Visual Acuity Requirements: See attached ADA Job Requirement Supplemental Checklist.

Work Environment Descriptions: See attached ADA job Requirement Supplemental Checklist

ABOUT THE ORGANIZATION: ARORA ENGINEERS, LLC. (ARORA)

- Arora provides clients in the aviation, transportation, education, government, and commercial/institutional sectors with engineering services for intelligent infrastructure solutions. Through smart design, construction management, and facilities maintenance management, we rethink industry needs to help keep clients on the cutting edge and add value to a project. Arora is a growing firm that welcomes individuals with a thirst for knowledge and the energy to tackle projects that help take the infrastructure of our world to the next level.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees assigned to this position.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against, on the basis of these factors or of disability.