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CMMS Facilities Coordinator

The Computerized Maintenance Management System Facilities Coordinator works closely with the Facilities Manager to support all facilities and equipment management activities. The position will be responsible for managing work orders and generally ensuring the coordination and smooth flow of information amongst the facilities team, staff and vendors. The position will have primary responsibility for ensuring facility systems and equipment are appropriately serviced and maintained, and that supporting documentation is accurate and up-to-date. The position will be responsible for managing the computerized maintenance management system (CMMS) and ensuring that facilities activities are efficient and responsive. The position will ensure strong communication, coordination and customer service while operating in a fast-paced work environment.

Duties and responsibilities

Facilities responsibilities

  • Responsible for ensuring all facility systems (HVAC, Vacuum, CO2, RO, Emergency Generator, etc.) have active and documented maintenance programs and are followed and adhered to by their respective service contractor(s).
  • Responsible for ensuring all facility systems are serviced and maintained on the proper schedule by the respective service contractor(s).
  • Maintains complete, up-to-date and accurate records of all facility service and maintenance records within the appropriate systems, including the facility log book.

Equipment responsibilities

  • Assists proponent with preparing and submitting equipment purchase requests, ensuring policies and SOPs are followed and that relevant parties are aware of and prepared to ensure smooth receipt, set-up, calibration, training and use of the equipment approved for purchase.
  • Responsible for ensuring each piece of equipment is properly calibrated and maintained by the respective service contractor(s).
  • Maintains complete, up-to-date and accurate records of all equipment service, location and maintenance records.
  • Ensures equipment that is no longer needed is disposed of in accordance with company and regulatory policies.

General Responsibilities

  • Receives, coordinates, and maintains complete, up-to-date and accurate records of all work orders from staff and vendors.
  • Ensures appropriate coordination and follow up with staff and vendors.
  • Manages the CMMS system, including entering system data and providing overall system administration.
  • Assists with developing and implementing facilities related policies, procedures, processes and systems.
  • Assists with evaluating, developing, implementing and monitoring process improvement goals and objectives.
  • Researches new vendors, gathers quotes and provides recommendations.
  • Recognizes and escalates any and all critical issues to management.
  • Plans, coordinates and monitors activities of assigned projects.
  • Performs other related duties as assigned.

Education and experience

  • A Bachelor’s degree with at least 6 years of experience in scheduling, planning and coordinating business activities, or
  • An Associate’s degree or Technical/Trade school diploma/certificate with at least 8 years of experience scheduling, planning and coordinating business activities.

Required skills and/or qualifications

  • Prior experience with facilities management, along with planning and scheduling, is highly desired.
  • Project Management Professional (PMP) certification preferred.
  • Construction industry experience a plus.
  • Strong verbal and written communication skills.
  • Team-oriented and customer service driven.
  • Excellent organizational skills with attention to detail.
  • Ability to perform well in a fast-paced environment.
  • Strong computer skills.

Physical Requirements

  • Prolonged periods standing and walking throughout facilities.
  • Must be able to lift up to 15 pounds at times.

Job classification

Full-time, Exempt

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To apply, please send your resume and cover letter to

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