Facilities Coordinator

JOB SUMMARY:

The Facilities Coordinator supports the day-to-day execution of Blue Star's facilities operations, ensuring recurring maintenance tasks, vendor relationships, and service programs run efficiently and accurately across all clubs. This role is ideal for an organized, detail-oriented, and proactive individual who thrives in a fast-paced environment managing multiple vendors, locations, and priorities. The Facilities Coordinator works closely with the Senior Facilities Manager to uphold brand standards, maintain operational consistency, and deliver a clean, safe, and reliable environment for members and staff.

DUTIES/RESPONSIBILITIES:

• Vendor & Program Management
• Oversee all Cintas accounts and ensure clubs receive appropriate products and services.
• Audit invoices and deliveries for accuracy and track recurring issues.
• Monitor AED units via ARCH software, order replacements, and maintain compliance records.
• Manage Atmosphere TV accounts, upload marketing assets, and troubleshoot system issues.
• Maintain vending inventory and contracts; audit performance and explore improved vendor options.
• Track and manage landscaping, snow removal, and HVAC vendors to ensure contracted services are completed and cost-effective.
• Coordinate small repairs and serve as the first point of contact for clubs on facility issues.
• Assist in transitioning utilities, AEDs, Rockbot, Atmosphere, Evolt, and other vendor accounts for new acquisitions.
• Help tag and inventory equipment during ownership transfers.
• Maintain a centralized equipment database with serial numbers, photos, and conditions.
• Serve as the first line of communication for club-level facility questions.
• Keep organized records of all service providers, quotes, and warranties.
• Other duties & tasks as assigned.

SUPPORT & COLLABORATION

• Work closely with the Senior Facilities Manager to support project timelines, vendor follow-up, and preventive maintenance tools.
• Communicate with regional managers and club teams to ensure facility needs are addressed quickly and effectively.
• Assist with tracking club refresh progress and verify completion of facility-related action items.
• Provide field teams with educational resources and process guides for recurring maintenance tasks.

Requirements

REQUIRED SKILLS/ABILITIES:

• Strong organizational and administrative skills with attention to detail.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and comfort learning new software platforms.
• Basic understanding of vendor contracts, facility operations, or maintenance processes.

EDUCATION AND EXPERIENCE:

• 2–3 years of experience in facilities coordination, operations, or administrative support preferred.
• Experience in the fitness, retail, or hospitality industry is preferred.
• Project coordination or vendor management experience strongly preferred.

WORK ENVIRONMENT:

• Work is performed primarily in an office with occasional travel to clubs for audits or support.

TRAVEL REQUIREMENTS:

• Less than 10% on an annual basis.

PHYSICAL REQUIREMENTS:

• While performing the duties of this job, the employee may be regularly required to stand, sit, talk, hear, see, reach, stoop, kneel.
• Must be able to lift 50 pounds.