Facilities Coordinator

Position Summary

The Facilities Coordinator supports the day-to-day operations of office and program facilities, ensuring safe, functional, and well-maintained environments for staff, volunteers, and visitors. This role provides hands-on coordination of maintenance requests, vendor services, supply management, and general facility operations.

Working as part of the Finance and Administration team, the Facilities Coordinator serves as a key point of contact for internal customers, helping to resolve issues efficiently while delivering a high level of service. This role also provides administrative and operational support for facility-related projects, fleet coordination, and special events, contributing to the overall effectiveness of the organization’s facilities and operations.

Girl Scouts of Eastern Missouri offers a robust benefit package to full-time employees including health, dental, vision, life insurance, disability, health reimbursement account, flexible spending account, voluntary plans (critical illness, accident, hospital indemnity, cancer, pet insurance, ID theft, and legal protection), a 403(b) retirement plan with company match, paid holidays including a winter break, paid time off, extended illness bank, parental leave, employee assistance program, a hybrid work environment, and more! Put your passion into action with Girl Scouts of Eastern Missouri!

The position is full time with a competitive hiring salary range of $52,193 - $61,326 per year!

Essential Job Duties

• Support the day-to-day operations of office facilities, ensuring a high level of service for internal customers.
• Respond to and complete facilities, maintenance, and operational requests in a timely manner.
• Coordinate service calls with vendors to address maintenance needs and ensure building systems and equipment remain functional.
• Perform light maintenance tasks, as needed.
• Create, track, and close work orders using MaintainX (CMMS), ensuring accurate documentation and timely completion.
• Provide administrative and operational support to the Director of Facilities, including:
  • Processing vendor invoices and tracking expenses
  • Coordinating with vendors and service providers
  • Supporting capital projects and facility improvements
  • Assisting with development and documentation of procedures
• Assist with oversight of contracted janitorial services, helping to ensure cleaning standards are met and communicating special service requests.
• Order and maintain inventory of janitorial and general building supplies to ensure adequate stock levels.
• Coordinate warehouse storage organization and basic inventory tracking of program supplies and equipment.
• Coordinate fleet vehicle reservations, including pre- and post-use inspections.
• Assist with scheduling and coordination of routine and reactive fleet maintenance.
• Schedule contracted security services and process security logs.
• Perform room setups for meetings, programs, and events.
• Assist with mailroom operations and administrative support tasks, as needed.
• Work collaboratively with team members to support the overall operations and mission of the organization.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Facilities Management, Business Administration, or a related field preferred.
• Two (2) years of experience in facilities, operations, maintenance, or administrative support roles preferred.
• Basic knowledge of building systems (HVAC, electrical, plumbing) and general maintenance practices preferred.
• Certified to operate a Work Assist vehicle (Wav-50) and motorized pallet jack (WP2300) or the ability to obtain such.
• Valid state driver’s license, proof of insurance, and a driving record that is acceptable to our insurance carrier.

Knowledge, Skills, and Abilities

• Proficiency in Microsoft Office (Outlook, Word, Excel); experience with work order or CMMS systems (e.g., MaintainX) preferred.
• Ability to coordinate vendors and follow through on service requests.
• Ability to operate organization vehicles required.
• Organized thinker with exceptional attention to detail.
• Strong time management skills with the ability to manage multiple tasks and priorities simultaneously.
• Customer-service oriented with strong interpersonal skills.
• Excellent communication skills, both verbally and in writing.
• Strong analytical skills and an efficient process mindset.
• Basic problem-solving skills with the ability to escalate issues as needed.  
• Ability to represent the organization in a professional manner.
• Ability to work well in a fast-paced, dynamic organization.

 Physical Demands

• Ability to frequently move throughout office and facility spaces, including walking, and standing.
• Ability to sit at a desk and work on a computer for extended periods of time.
• Ability to operate standard office equipment (e.g., copiers, postage machine)
• Ability to lift, carry, push, or pull up to 50 pounds (e.g., supplies, equipment, boxes).
• Ability to occasionally work outdoors to assist with grounds maintenance.
• Ability to perform light physical tasks such as setting up tables, chairs, and equipment for meetings and events.
• Ability to bend, stoop, kneel, and reach as needed to complete tasks.
• Ability to work both in office environments and in mechanical/utility spaces (e.g., storage areas, or maintenance rooms).
• Ability to operate basic tools and equipment safely, as needed.
• Ability to work occasional early mornings, evenings, or weekends to support events or urgent facility needs.

Work Environment

• This position operates in a combination of office, warehouse, and facility environments, supporting daily operations across administrative and program spaces.
• Work may occasionally take place outdoors or in varying weather conditions when supporting facility needs, deliveries, or site operations.
• Exposure to typical facility-related conditions such as dust, noise, cleaning products, and mechanical equipment may occur.

Supervisory Responsibility

NONE

Our Commitment to Diversity, Equity, and Inclusion

At Girl Scouts of Eastern Missouri, we are committed to our future and what that looks like for all girls everywhere. We recognize that each employee and each member has unique experiences, perspectives, identities, and viewpoints that add value to our inclusive community. We are a proud Equal Opportunity Employer and we encourage applicants from diverse backgrounds to apply.

Salary : $52,193 - $61,326