FACILITIES PROJECT COORDINATOR

Facilities Project Coordinator

General Statement of Job
Performs advanced administrative, technical, and operational coordination work in support of the Building Maintenance Section within the Facilities Management Department. The employee is responsible for coordinating building maintenance activities, supporting preventive and corrective maintenance programs, maintaining asset management records, and providing comprehensive administrative support to the Facilities Manager and maintenance personnel.
Work involves coordinating maintenance schedules; administering work order systems; maintaining facility asset inventories; assisting with procurement and budget tracking; compiling operational metrics; and ensuring compliance with City policies, safety standards, and reporting requirements. The position serves as a central coordination point between maintenance staff, contractors, vendors, other City departments, and external stakeholders.
Employee exercises independent judgment within established guidelines and reports directly to the Facilities Manager.

Specific Duties and Responsibilities
Essential Functions:
Coordinates building maintenance activities utilizing computerized maintenance management systems (CMMS) such as Asset Essentials and related asset management platforms; ensures timely entry, tracking, and closure of preventive and corrective maintenance work orders; maintains accuracy of labor, material, and cost data.
Maintains and updates comprehensive facility asset inventories, including mechanical, electrical, plumbing (MEP), structural, and building systems components; supports lifecycle tracking and capital replacement planning initiatives.
Provides administrative and operational support for the Building Maintenance Section; processes documentation related to facility operations in accordance with City policies and established procedures; collaborates with maintenance technicians, contractors, and other departments to ensure coordinated and efficient service delivery.
Supports the Facilities Manager by preparing correspondence, reports, memoranda, spreadsheets, and operational summaries; screens communications; tracks assignments; and ensures follow-up on key maintenance and compliance items.
Serves as liaison between Facilities Management and other City departments, regulatory agencies, contractors, and vendors; coordinates the exchange of technical and routine information to support maintenance operations and facility-related projects.
Coordinates and maintains schedules for preventive maintenance activities, inspections, contractor services, regulatory compliance tasks, and minor capital improvement support efforts; schedules meetings, site visits, vendor appointments, and training activities; updates calendars and communicates changes to affected parties.
Coordinates logistical arrangements for operational meetings and facility-related project discussions; prepares agendas and meeting materials; records and distributes meeting minutes; maintains official documentation files.
Receives and processes service requests from internal departments and external users; provides customer service in person, by telephone, or electronically; researches routine facility issues and assists in resolution or escalation as appropriate.
Performs detailed data entry and reporting functions within CMMS and related databases; verifies data accuracy; generates routine and ad hoc reports regarding work order status, preventive maintenance compliance rates, asset performance, and budget tracking.
Processes procurement documentation for facilities-related materials, equipment, and contracted services; obtains quotes in accordance with municipal procurement policies; prepares purchase requisitions and purchase orders; reviews invoices for accuracy; assigns appropriate account codes; reconciles procurement card transactions; and maintains organized financial records.
Assists in monitoring section budgets by tracking expenditures, preparing expenditure summaries, supporting budget development documentation, and identifying potential variances.
Coordinates contractor access to City facilities; verifies required documentation including certificates of insurance, licenses, and permits; assists in tracking contract compliance and service performance standards.
Performs general administrative support functions including filing, scanning, record retention, mail processing, and maintaining electronic and hard-copy records in compliance with public records requirements.
Provides cross-training and backup support to other departmental administrative staff as required.
Performs other related duties as assigned.

Minimum Education and Training
High school diploma or GED; supplemented by college-level coursework or vocational training in facilities management, building maintenance, business administration, public administration, construction management, or a related field; supplemented by one (1) to five (5) years of progressively responsible experience in facilities coordination, maintenance administration, CMMS management, procurement support, municipal operations, or related field; or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
Experience with computerized maintenance management systems (CMMS), asset lifecycle tracking software, and Microsoft Office applications is preferred. Experience in a municipal or public-sector environment is highly desirable.
Must possess and maintain a valid State of Florida driver's license. May be required to obtain FEMA ICS 100, 200, and 700 certifications within six (6) months of appointment.

Minimum Qualifications and Standards Required
Skill Requirements:
Has considerable knowledge of facilities maintenance operations, building systems coordination, preventive maintenance programs, and municipal operational practices.
Has knowledge of work order management systems, asset management principles, procurement processes, and basic governmental budgeting practices.
Has knowledge of office administration practices, public records requirements, and standard business communication protocols.
Is able to interpret and apply policies, procedures, technical manuals, maintenance documentation, and regulatory guidelines related to building maintenance and facility operations.
Is able to communicate effectively, both orally and in writing, with supervisors, employees, contractors, vendors, regulatory representatives, and the general public.
Has the ability to plan, organize, and prioritize multiple assignments in a deadline-driven environment.
Is able to exercise sound judgment and work independently within established parameters.
Has the ability to analyze operational data and prepare clear, concise, and accurate reports.
Has sufficient mathematical aptitude to perform calculations related to purchasing, cost tracking, and budget monitoring.
Demonstrates proficiency in computer applications, data entry, spreadsheet management, and report generation with appropriate speed and accuracy.

Physical Requirements
Must be physically able to operate standard office equipment including a personal computer, scanner, copier, and telephone. Work primarily involves sedentary to light physical activity, including lifting, carrying, pushing, or pulling objects weighing up to 20 pounds.
Tasks may require stooping, reaching, handling materials, and extended periods of keyboard use.
Occasional visits to City facilities, mechanical rooms, rooftops, construction sites, or maintenance areas may be required, which may involve exposure to varying environmental conditions.

Responsibilities
Maintains a high standard of accuracy, organization, and accountability in the performance of assigned duties.
Ensures corrective action is taken when deficiencies in documentation, scheduling, or operational coordination are identified.
Maintains effective communication and coordination with internal departments, contractors, vendors, and regulatory entities.
Performs Essential Functions and related assignments efficiently to meet established service levels and operational expectations.
Assumes responsibility for completing assigned work within established deadlines and in accordance with City policies and departmental procedures.
Exercises analytical judgment in identifying operational issues and assisting in the development of practical solutions. Seeks supervisory guidance when appropriate and conducts appropriate research prior to making recommendations.

Working Conditions
Primarily works in an office environment within a municipal facilities setting, with periodic field visits to City buildings and project sites as required to support maintenance coordination activities.

Other
It is understood that every incidental duty connected with operations enumerated in the job description is not always specifically described. Employees, at the discretion of the City, may be required to perform duties not specifically listed but which are reasonably related to the position.

Type : INTERNAL & EXTERNAL

Posting Start : 07/02/2026

Posting End : 12/31/9999

MINIMUM HOURLY RATE: $19.60