Facilities & Office Coordinator

SAN ANTONIO, TX

Full Time

Mid Level

We are seeking a proactive and highly organized Facilities & Office Coordinator to serve as the operational backbone of our Facilities department. In this role, you will be the primary support for the Facilities Director and Management team, ensuring our office runs smoothly, our vendors are held to high standards, and our internal processes—from work orders to financial reporting—are executed with precision.
The ideal candidate is a professional multi-tasker who enjoys a mix of administrative coordination, vendor management, and technical systems support.

Key Responsibilities

Administrative & Executive Support

Provide high-level clerical support to the Facilities Director and Managers, including managing calendars, preparing correspondence, and coordinating special projects.
Facilitate department meetings by capturing minutes and ensuring timely distribution of action items.
Coordinate professional memberships and network with industry contractors to maintain strong business relationships.

Facilities & Vendor Management

Manage Janitorial and Coffee/Food vending services, including inventory management, performance monitoring, and initiating corrective actions when necessary.
Oversee the contractor arrival process, including greeting visitors, assigning security badges, and notifying internal hosts.
Maintain comprehensive filing systems for critical annual testing and infrastructure certifications.

Work Order & Systems Coordination

Serve as the internal expert for the Limble CMMS system, orienting new staff and ensuring the equipment inventory remains accurate.
Manage the work order database, submitting corrective maintenance requests and providing status updates to internal customers.
Produce detailed reports and statistical data regarding facility services and department performance.

Financial & Office Operations

Manage the financial lifecycle of department projects by generating Purchase Orders (POs) and tracking payment status.
Create Concur expense reports and assist leadership with miscellaneous invoice processing.
Ensure all department activities remain compliant with established company policies and procedures.

Qualifications

Experience: 3+ years in an administrative support or office coordination role, preferably within a Facilities or Property Management environment.
Technical Skills: Proficiency in Microsoft Office Suite and experience with Concur (expenses) and CMMS software (Limble experience is a major plus).
Communication: Exceptional verbal and written communication skills with the ability to interface professionally with executive leadership and external contractors.
Organization: Proven ability to prioritize competing tasks in a fast-paced environment with minimal supervision.
Problem Solving: A "systems-thinking" mindset with the ability to resolve technical and administrative bottlenecks independently.

Equal Employment Opportunity

EControls provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, EControls complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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Facilities & Office Coordinator

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