Facilities Operations Coordinator

Martin's Point Health Care; Portland (ME); On-site; USD 35,000 - 43,000; Full time

Benefits offered by this job

Medical

Dental

Vision

Retirement plan

Paid time off

Volunteer time off

Pie day

Other employee benefits

Job summary

Martin's Point Health Care in Maine is seeking a Facilities Operation Coordinator to support the Facilities Department by maintaining the CMMS, coordinating vendors, conducting routine inspections, and assisting with maintenance and project documentation.

This role serves as a key link between operations, contractors, and leadership to ensure asset data accuracy, timely work orders, and regulatory compliance, with an on‑call rotation including nights and weekends.

Qualifications

• Bachelor’s or associate degree preferred.
• 2+ years in administrative, facilities, maintenance, or project coordination preferred.
• Experience with CMMS (Brightly, TMA, Maximo, eMaint, FMX, or similar) preferred.

Responsibilities

• Enter, update, and maintain asset information in the CMMS.
• Create, assign, monitor, and close maintenance work orders.
• Maintain equipment records, locations, warranties, manuals, and histories.
• Generate monthly reports on work orders, PM compliance, labor, and KPIs.
• Assist with asset enrollment and inventory verification.
• Support CMMS implementation and data quality initiatives.
• Perform routine facility inspections and coordinate with vendors.
• Manage day-to-day vehicle fleet operation and scheduling.

Skills

Microsoft Office Suite

Communication skills

Customer service

Education

Bachelor’s/associate’s degree preferred

Tools

CMMS

Brightly

TMA

Maximo

eMaint

FMX

Job description

Join Martin's Point Health Care - an innovative, not-for-profit health care organization offering care and coverage to the people of Maine and beyond. As a joined force of "people caring for people," Martin's Point employees are on a mission to transform our health care system while creating a healthier community. Martin's Point employees enjoy an organizational culture of trust and respect, where our values - taking care of ourselves and others, continuous learning, helping each other, and having fun - are brought to life every day. Join us and find out for yourself why Martin's Point has been certified as a "Great Place to Work" since 2015.

Position Summary

The Facilities Operation Coordinator provides administrative and operational support to the Facilities Department by maintaining the Computerized Maintenance Management System (CMMS), coordinating vendors, conducting routine facility inspections, and assisting with preventative maintenance and capital project documentation. This position serves as a key link between facility operations, contractors, and department leadership to ensure accurate asset data, timely work order management, and regulatory compliance.

On-Call Requirement: This position participates in a rotating on-call schedule, with on-call coverage for approximately two weeks during each four-week rotation.

Job Description

PRIMARY DUTIES AND RESPONSIBILITIES

• Enters, updates, and maintains asset information within the CMMS.
• Creates, assigns, monitors, and closes preventative and corrective maintenance work orders.
• Maintains accurate equipment records, locations, warranties, manuals, and maintenance histories.
• Generates monthly reports on work orders, preventive maintenance compliance, labor utilization, and key performance indicators (KPIs).
• Assists with asset enrollment and inventory verification.
• Supports ongoing CMMS implementation and data quality initiatives.
• Performs routine inspections of buildings, grounds, parking areas, and mechanical spaces.
• Identifies maintenance deficiencies and enter work requests into the CMMS.
• Verifies completion and quality of corrective work.
• Documents inspection findings and submit corrective actions.
• Develops basic scopes of work for minor facilities maintenance projects and obtain vendor proposals as needed.
• Meets vendors and contractors at multiple organizational locations.
• Provides building access and coordinate site logistics.
• Verifies contractor scope completion and document observations.
• Prepares spreadsheets, reports, presentations, and project documentation.
• Completes and tracks purchase orders.
• Assists with furniture moves and facility projects assigned.
• Responds to routine maintenance requests and customer service inquiries.
• Assists with management of security camera and ID Badge systems.
• Manages day-to-day operation of vehicle fleet, ensure preventive maintenance, inspections, oil changes are scheduled and completed.
• Takes assigned off‑hour call schedule on a rotating basis and be able to work a flexible schedule including nights, weekends and holidays as needed.
• Travels to different company sites with company vehicles.
• Performs other duties as assigned.

Employees are expected to work consistently to demonstrate the mission, vision, and core values of the organization.

Education

POSITION QUALIFICATIONS

• Bachelor’s/associate’s degree preferred.

Licensure/certification

• Always maintain a valid driver’s license.

Experience

• 2+ years of administrative, facilities, maintenance, or project coordination experience preferred.

Knowledge

• Experience with CMMS (Brightly, TMA, Maximo, eMaint, FMX, or similar.) preferred.

Skills

• Computer proficiency in with Microsoft Office Suite, particularly Excel, Word, and Outlook.

Abilities

• Must be physically able to perform all duties required.
• Must be able to lift a weight of 50 lbs.
• Must be able to utilize the company's financial processing systems (e.g. purchase order inputs, invoice processing, review and approval)
• Maintain and reconcile monthly purchasing expenses by use of Company expense report.
• Strong customer service orientation is a must.
• Ability to communicate respectfully via voice, phone, text, face‑to‑face and email is required.

Pay Range: $25.33 - $31.29 The pay range above reflects the anticipated base pay range based on a full‑time position. Actual compensation will be determined based on factors such as experience, skills, qualifications, and other job‑related considerations. Employees may also be eligible for additional compensation, including incentive or commission‑based programs, where applicable and subject to the terms of the relevant plan.

In addition to base compensation, we offer a comprehensive benefits package including:

• medical
• dental
• vision
• retirement savings with employer contributions
• paid time off (including volunteer time off!)
• pie day
• other employee benefits

This position is not eligible for immigration sponsorship.

We are an equal opportunity/affirmative action employer.

Martin's Point complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact [e-mail]

Do you have a question about careers at Martin’s Point Health Care? Contact us at: [e-mail]