PROJECT COORDINATOR – Facilities

POSITION SUMMARY

The Project Coordinator – Facilities provides operational and administrative coordination for the Facilities Department. This role manages the ticketing workflow, dispatches resources, coordinates vendors, and ensures timely completion of facility-related requests across all locations.

KEY RESPONSIBILITIES

Workflow & Dispatch Management

• Manage the facilities ticketing system and prioritize incoming requests
• Assign and dispatch Facilities Coordinator (Joel) based on urgency and need
• Track progress and ensure timely resolution of all tickets

Administrative & Operational Support

• Manage department calendar, scheduling, and travel coordination
• Monitor and respond to emails and correspondence
• Answer incoming calls and route requests appropriately
• Maintain electronic and hard copy filing systems

Inventory Management

• Order and maintain inventory of:
• Office supplies
• Equipment supplies (paper, light bulbs, batteries, etc.)
• Forms, brochures, business cards, and marketing materials
• Review supply levels across all clinics and proactively reorder
• Maintain an inventory log of facility tools and equipment to ensure accurate tracking of purchased items and availability.

Vendor Management

• Coordinate with vendors for maintenance and repairs (HVAC, janitorial, elevator, etc.)
• Obtain quotes and manage service scheduling
• Maintain relationships with service providers (shredding, security systems, etc.)

Project & Facility Coordination

• Support new facility transition planning and setup
• Coordinate repairs, maintenance projects, and improvements
• Oversee project timelines and ensure completion

Facilities Oversight

• Conduct facility assessments for functional and cosmetic needs
• Coordinate resolution of identified issues
• Assist in maintaining facility appearance and seasonal décor standards

Security & Systems Oversight

• Manage and monitor facility security systems
• Coordinate access and security-related needs
• Manage and control distribution of building keys, issuing keys to authorized personnel as needed and maintaining accurate records of key assignments

Events & Employee Support

• Coordinate facility-related aspects of company events and community outreach
• Assist with food orders and setup for staff lunches
• Maintain Gailey apparel store and distribution to employees

Communication & Reporting

• Serve as primary point of contact for facility-related communication
• Provide updates to leadership on projects, issues, and performance
• Ensure alignment between clinic needs and facilities execution

General Support

• Provide administrative support to the department

• Sort and deliver mail/packages around the clinic. Process mail for postage daily. 
• Manage courier and packages to ensure prompt delivery based on staff and doctor’s schedules.

• Lead or assist with special projects, including those requiring travel

Physical Demands

This position requires an incumbent to sit at a desk and/or stand for long hours during regularly scheduled work hours. This job may include, but are not limited to sitting, reaching, stooping, crouching, kneeling, climbing, twisting, hearing and repetitive motions. The ability to lift up to 25 pounds. Must have reliable transportation and be able to drive/travel as needed.

Pay

The starting range for this position is $20.00 - $23.22/hr. depending on skills, experience, and qualifications as well as market considerations.