Facilities Coordinator

Carolina Meadows is looking for an experienced Facilities Coordinator to support our Facilities Operations team!

This is a full-time position.

Summary/Objective:

The Facilities Coordinator serves as the central point for managing maintenance requests in our Plant Operations department. Using WorxHub, you will receive, prioritize, and dispatch work orders to maintenance, security, refurbishment, and grounds teams while ensuring timely, responsive service. This role demands strong customer service skills to build trust with residents and foster collaboration and respect within the 46-member team—acting as a supportive, caring figure who commands authority through effective leadership and genuine concern.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Responsibilities

1. Processes incoming maintenance requests and distributes to staff as appropriate.

· Obtains work orders from phone, electronic work order software, email and voice mail on a daily basis. Forwards to the appropriate managers, supervisor & staff and enters work orders into the electronic work order system.

· Prioritizes workload and directs staff across the maintenance, refurbishment, security & grounds departments to meet need and demand.

· Analyzes the resident or staff need and determines which staff member and department are most appropriate to resolve the issue. Communicates with residents regarding work coordination and follow up, as necessary.

· Maintains the work order database (currently WorxHub). Manages the maintenance work order system, including learning and knowing the capabilities of the software and using them to maximum efficiency for the department.

· Maintains all phases of work order functions. Monitors the status of work orders, schedules and reschedules work as appropriate.

· Schedules appointments with residents, staff, outside vendors and others with the appropriate individual. Notifies the department manager of appointments.

Administrative Functions

2. Performs supervisory functions for administrative staff, as well as stocking & budget oversight responsibility for Plant Operations Department Office Supplies account.

· Authority to engage and hire outside vendors for residential support appointments & coordinates schedules, communications, and follow-up between contractor, staff & residents.

· Ensures office equipment and supplies are functioning and adequately stocked.

· Works with Finance Department to timely process fee for service charges.

· Determines billable hours for fee-for-service projects based on the work order and includes material cost to obtain the total amount to be billed. Has the autonomy to adjust charges to meet residential expectations and/or other considerations. Sends final invoicing to Finance for processing.

· Responsible for managing office supplies budget with authority to order supplies for the whole Facilities Department.

Required Education and Experience

High school diploma or general education degree (GED), five (5) to seven (7) years administrative and/or facilities/dispatch experience or business school training required; or equivalent combination of education and experience. Incumbent should be able to apply common sense understanding to carry out instructions furnished in written and oral form, possess high-quality verbal and written communication ability, strong customer service skills and type 40 wpm. Must be proficient in the operation of computer applications.

Preferred Education and Experience

Associates degree; seven (5) years administrative experience or business school training. Able to apply common sense understanding to carry out instructions furnished in written and oral form, possess high-quality verbal and written communication ability, strong customer service skills and type 40 wpm. Proficient in the operation of computer applications.

Job Type: Full-time

Pay: $24.00 - $28.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Application Question(s):

• What is your salary expectation?

Experience:

• Administrative: 3 years (Preferred)
• Dispatching/Facilities coordination: 5 years (Required)

Ability to Commute:

• Chapel Hill, NC 27517 (Required)

Work Location: In person

Salary : $24 - $28