Facilities Operations Coordinator

Summary

Join Asset Living as a Facilities Operations Coordinator and play a vital role in supporting efficient facilities management. You will be responsible for scheduling staff, approving timesheets, managing billing, and coordinating administrative tasks. The ideal candidate is highly organized and detail-oriented, able to manage multiple priorities. This role can be remote or in the Phoenix office. Asset Living offers a supportive and collaborative work environment with opportunities for growth. The company is recognized for its excellent workplace culture and is a trusted partner in real estate.

Requirements

• Proven experience in facilities coordination, administrative support, or scheduling
• Strong organizational skills with the ability to prioritize tasks and manage multiple deadlines
• Proficiency in scheduling software, timekeeping systems, and billing processes
• Excellent communication and interpersonal skills to work effectively with staff at all levels
• High attention to detail and ability to problem-solve in a dynamic work environment

Responsibilities

• Develop and maintain schedules for floating facilities staff to ensure adequate coverage across all locations
• Adjust schedules as needed to accommodate absences, workload demands, or emergencies
• Serve as the primary point of contact for scheduling inquiries from staff and management
• Review and approve facilities support staff timesheets for accuracy and compliance with policies
• Coordinate with HR and Payroll to resolve any discrepancies or issues related to time tracking
• Prepare and process billing for facilities services, ensuring accurate invoicing for internal and external clients
• Track and reconcile service charges, coordinating with accounting as needed
• Assist in the administration of capital project contracts, ensuring compliance with terms and conditions
• Arrange travel for facilities staff, including booking accommodations, flights, and ground transportation
• Manage expense reporting for facilities staff, ensuring timely submission and compliance with company policies
• Maintain records, reports, and documentation related to facilities operations
• Act as a liaison between facilities teams, vendors, and internal departments to ensure smooth operations
• Identify opportunities to streamline scheduling, billing, and administrative processes
• Support leadership with reporting and data analysis related to facilities operations

Preferred Qualifications

Prior experience in facilities operations, workforce scheduling, or a similar role within property management, construction, or service industries

Benefits

Remote work