Operations Coordinator - Facilities Management - FT - Day

Position Status:

Full time

Shift:

First Shift (Days - Less than 12 hours per shift) (United States of America)

Hours per week:

40

Job Information
Exemption Status: Exempt

A Brief Overview
The Facilities Operations Coordinator manages operational coordination, systems administration, and data integrity for the Facilities Management Department. The position coordinates maintenance activities, orchestrates utility outages and facility projects, and administers Facilities contracts in collaboration with vendors, Legal, and internal departments. Through cross-functional coordination, performance reporting, process improvement, and regulatory documentation support, the role promotes efficient facility operations, customer service excellence, and compliance with healthcare facility standards.

Education Qualifications

• Associate's Degree Business, health care administration, or facilities related field Required or
• 5 years direct work experience may substitute for education. Required
• Bachelor's Degree Business, health care administration, or facilities related field Preferred

Experience Qualifications

• 3 years Administrative support, operations, facilities, healthcare maintenance, project coordination, or related experience. Required
• Experience working in a Healthcare environment. Preferred

Skills and Abilities

• Knowledge of facility maintenance practices and building systems (Required proficiency)
• Ability to self-motivate, organize own work and juggle multiple priorities to produce accurate results. (Required proficiency) (Required proficiency)
• Strong organizational and project coordination skills.
• Excellent written and verbal communication abilities.
• Ability to prioritize multiple tasks in a fast-paced environment.
• Proficiency with Microsoft word, Excel, Outlook, and PowerPoint.
• Knowledge of CMMS software and maintenance management processes.
• Ability to generate reports and analyze operational data.
• Understanding of healthcare regulatory requirements.

What you will do

• Generate financial reports and assist in maintaining the department's budget, including data generation, analytics, reporting and performance metrics as well as operational expenses, which include supplies, contracts and repairs & maintenance.
• Coordinate facility maintenance and repair work requests from initiation through completion. Review, prioritize, distribute, and monitor work orders to ensure timely completion.
• Manage the day-to-day administration and optimization of the Computerized Maintenance Management System (CMMS), including work order workflows, preventive maintenance schedules, system records, and reporting functions.
• Establish and maintain consistent data-entry practices; review records for accuracy, completeness, and consistency; identify and coordinate correction of missing, duplicate, or inaccurate data; and support users in maintaining data integrity.
• Coordinate system updates, troubleshooting, and process improvements with Facilities staff and appropriate software support resources.
• Generate reports on work order key performance indicators (KPIs), response time metrics, and maintenance effectiveness.
• Coordinate preventive maintenance schedules and track completion rates.
• Orchestrate and coordinate all functions associated with utility outages, shutdowns, renovations, and construction activities, from planning through completion and follow-up.
• Coordinate with Facilities Management, affected departments, Design & Construction, contractors, and other stakeholders to align schedules, dependencies, access requirements, notifications, and operational impacts.
• Maintain coordination plans and documentation, track readiness and progress, communicate changes, escalate unresolved issues to the appropriate decision-makers, and coordinate confirmation of completion and restoration of affected services with responsible Facilities personnel.
• Serve as a liaison between Facilities Management, Design & construction and organizational departments regarding facility service requests and project updates.
• Coordinate contractor access, scheduling, documentation, and compliance requirements.
• Coordinate the administration of all Facilities contracts, working with vendors, Legal, and Facilities Management to facilitate contract preparation, legal review, execution, renewals, and amendments.
• Enter and maintain contracts and supporting documentation in the designated system, ensuring accurate and complete records and tracking key dates, obligations, and approval status.
• Coordinate vendor invoicing, verify invoices against contract terms and supporting documentation, resolve discrepancies with vendors and appropriate internal departments, and route invoices for approval and payment.
• Assist with accreditation, life safety, environmental, and regulatory compliance activities.
• Coordinate, and lead monthly staff training sessions of critical facilities systems, policy’s and compliance standards.

Travel Requirements

• 5% May help with external events or activities.

Required for All Jobs

• Complies with all policies, standards, mandatory training and requirements of Stormont Vail Health
• Performs other duties as assigned

Patient Facing Options

• Position is Not Patient Facing

Remote Work Guidelines

• Workspace is a quiet and distraction-free allowing the ability to comply with all security and privacy standards.
• Stable access to electricity and a minimum of 25mb upload and internet speed.
• Dedicate full attention to the job duties and communication with others during working hours.
• Adhere to break and attendance schedules agreed upon with supervisor.
• Abide by Stormont Vail’s Remote Worker Policy and will review and acknowledge the Remote Work Agreement annually.

Remote Work Capability

• Hybrid

Scope

• No Supervisory Responsibility
• 
  
• Has Budget Responsibility

Physical Demands

• Balancing: Rarely less than 1 hour
• Carrying: Rarely less than 1 hour
• Driving (Automatic): Rarely less than 1 hour
• Eye/Hand/Foot Coordination: Occasionally 1-3 Hours
• Grasping (Fine Motor): Occasionally 1-3 Hours
• Grasping (Gross Hand): Rarely less than 1 hour
• Handling: Rarely less than 1 hour
• Hearing: Continuously greater than 5 hours
• Kneeling: Rarely less than 1 hour
• Lifting: Rarely less than 1 hour up to 40 lbs
• Pulling: Rarely less than 1 hour up to 40 lbs
• Pushing: Rarely less than 1 hour up to 40 lbs
• Reaching (Forward): Rarely less than 1 hour up to 40 lbs
• Reaching (Overhead): Rarely less than 1 hour up to 40 lbs
• Repetitive Motions: Continuously greater than 5 hours
• Sitting: Continuously greater than 5 hours
• Standing: Occasionally 1-3 Hours
• Stooping: Rarely less than 1 hour
• Talking: Continuously greater than 5 hours
• Walking: Occasionally 1-3 Hours

Working Conditions

• Extreme Temperatures: Rarely less than 1 hour
• Noise/Sounds: Rarely less than 1 hour
• Other Atmospheric Conditions: Rarely less than 1 hour

Stormont Vail is an equal opportunity employer and adheres to the philosophy and practice of providing equal opportunities for all employees and prospective employees, without regard to the following classifications: race, color, ethnicity, sex, sexual orientation, gender identity and expression, religion, national origin, citizenship, age, marital status, uniformed service, disability or genetic information. This applies to all aspects of employment practices including hiring, firing, pay, benefits, promotions, lateral movements, job training, and any other terms or conditions of employment.

Retaliation is prohibited against any person who files a claim of discrimination, participates in a discrimination investigation, or otherwise opposes an unlawful employment act based upon the above classifications.