Maintenance Coordinator

TEEMA Group; San Francisco (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

TEEMA Group in San Francisco is seeking an organized Facilities Department Coordinator to join on-site operations, serving as the administrative backbone for work orders, vendor coordination, safety compliance, and internal communications.

Reporting to Facilities Operations Manager, you will manage scheduling, CMMS processes, invoicing coordination, and helpdesk tasks while maintaining documentation and driving service delivery across departments.

Qualifications

• Education: High School Diploma or GED required.
• 4–7 years of progressive office administration, procurement or support experience.
• Strong written and verbal English with cross-department collaboration.
• Vendor and financial management experience including billing and scheduling.
• Project and time management skills with ability to multi-task under tight deadlines.
• Proficiency in Microsoft Word/Excel/Email; willingness to learn new platforms.
• Must pass health clearance requirements on hire.

Responsibilities

• Coordinate work order workflows, vendor partnerships, safety compliance, scheduling, and helpdesk functions.
• Serve as liaison between internal departments, staff and external contractors.
• Develop, document and apply CMMS methodologies for facility operations.
• Assist with pricing, processing invoices and coordinating service contracts.
• Administer data audits to ensure system data integrity.
• Assign facility schedules, daily work plans and project activities.

Skills

Fluent English

Vendor management

Project management

Time management

Procurement

Education

High School Diploma or GED

Associate's or Bachelor's Degree in Business Administration or Healthcare Management

Tools

MS Office

CMMS

Job description

Are you an organized, proactive administrative professional who thrives in a dynamic operational environment? We have an URGENT need for a Facilities Department Coordinator to work fully on-site in San Francisco.

In this key role, reporting directly to the Facilities Operations Manager, you will serve as the administrative backbone of our operations, coordinating work order workflows, vendor partnerships, safety compliance, scheduling, and helpdesk functions. You will act as the primary liaison between internal departments, staff, and external contractors, ensuring seamless communications and exceptional service delivery.

Duties & Responsibilities:

Administrative & Departmental Support

Provide comprehensive administrative support for project initiatives, maintaining detailed records and files.

Coordinate employee training sessions, department meetings, presentations, and reports.

Manage the Room Setup Helpdesk function.

Serve as the central point person for project inquiries and act as an operational liaison between departments and business units.

Work Order & CMMS Administration

Develop, update, and document Computerized Maintenance Management System (CMMS) methodologies for facility operations.

Ensure high-quality process completion for purchasing, procurement, vendor management, Request for Proposal (RFP) tracking, and work order management.

Assist the Facilities Operations Manager with obtaining pricing, processing invoices, and coordinating service contracts with vendors and contractors.

Compliance & Safety Support

Assist with the documentation of quality, service, safety, and site inspections.

Support the development and implementation of maintenance and cleaning programs to ensure all properties and equipment remain in safe working condition.

Administer routine data audits to ensure system data integrity.

Scheduling & Operations Assistance

Assist in assigning facility schedules, daily work assignments, and project activities for internal staff, vendors, and contractors.

Ensure customer inquiries and complaints are addressed promptly, building positive relationships with internal teams and external parties.

Perform all other reasonably related duties as assigned.

Required Qualifications

Education & Experience

Education: High School Diploma or GED equivalent.

Work Experience: Experience in office administration (4 to 7 years of progressive office management, procurement, or administrative support experience preferred).

Key Skills & Compliance

Language & Communication: Fluent in English with strong written, verbal, and interpersonal communication skills for vendor interactions and cross-departmental collaboration.

Vendor & Financial Management: Comfort and experience managing vendor relationships, billing processes, and scheduling.

Project & Time Management: Strong organizational skills with proven ability to multi-task, prioritize, create efficient work plans, and work effectively under pressure against strict time constraints.

Computer Proficiency: Proficient in Microsoft Office Suite (Word, Excel, Email) with experience creating charts and graphs to track invoices, expenses, and schedules; willingness to learn new purchasing, work order, and asset management platforms.

Health & Clearance Requirements: Must successfully undergo a physical exam, provide proof of required immunizations (or signed flu declination form), pass an N-95 fit test, and complete a TB blood test upon hire.

Desired Qualifications

Education: Associate's or Bachelor's Degree in a related field (such as Business Administration or Healthcare Management).

Location and Work Type

Work Type: Contingent / Temporary Position

Schedule: Monday through Friday, 8:00 AM – 5:00 PM (40 hours per week).