Service and Facillities Coordinator

The Assistant to the VP of Maintenance and Capital Improvement supports the strategic and operational management of maintenance services, capital projects, and facility improvements across the property portfolio. This role assists with coordinating service activities, organizing building repairs, maintaining project documentation, and supporting budget planning. Working closely with the VP, service technicians, vendors, and property management teams, the coordinator helps ensure high-quality maintenance operations, consistent service standards, and timely execution of repair and improvement projects.

Responsibilities

Capital Projects & Improvements

Assist the VP in planning, organizing, and tracking capital and major repair projects.

Support project coordination to ensure work is completed within the approved scope, budget, and schedule.

Help prepare scopes of work, collect vendor proposals, and participate in evaluating bids for cost-effectiveness and quality.

Assist with maintaining project documentation, schedules, permit tracking, and progress reports.

Contribute to prioritization of capital repairs and improvements based on building needs and budget plans.

Maintenance Operations Support

Assist in coordinating building maintenance activities and weekly repair schedules as directed by the VP.

Work with service technicians to assign tasks, clarify priorities, and maintain communication throughout the service workflow.

Support troubleshooting of facility issues and help coordinate vendor responses when needed.

Become familiar with property systems, routine building operations, and maintenance standards.

Property Inspections & Quality Control

Participate in annual and periodic site visits to document building conditions and identify maintenance needs.

Conduct or assist with property inspections and help ensure timely follow-up on corrective actions.

Promote consistent service standards and support the VP in ensuring high-quality workmanship across the portfolio.

Budget, Research & Procurement

Perform pricing research for repairs, replacements, equipment, and building improvements.

Assist in gathering cost data to support capital planning and maintenance budgeting.

Research products, materials, and equipment to support cost-efficient and durable facility solutions.

Vendor & Contract Coordination

Support vendor scheduling and maintain clear communication to ensure timely and coordinated service delivery.

Assist with contract management tasks, including collecting renewals, maintaining documentation, and updating records.

Administrative & Communication Support

Maintain organized project files, maintenance records, and reports for VP review.

Facilitate communication between the VP, service teams, property management, and external vendors.

Assist with multitasking and coordination of simultaneous maintenance projects and service requests.

Qualifications

Bachelor's degree or equivalent education/experience in facilities management, construction, property maintenance, or a related field.

Strong written and verbal communication skills.

Excellent organizational, multitasking, and time-management abilities.

Ability to coordinate multiple priorities and maintain accuracy in a fast-paced environment.

Valid MN driver's license – Travel necessary.

Pay: From $52,000.00 per hour

Work Location: In person