Facilities Coordinator

Position Description:

Supports the daily operations of Goodwill of Central and Northern Arizona’s (GCNA) Facilities Department by managing all maintenance work orders, vendor coordination, and communications between internal teams and external service providers. This position ensures that repairs, preventative maintenance, and special projects are completed efficiently, accurately tracked, and communicated across departments. Assists with budgeting, reporting, and administrative functions that support Facilities leadership and field staff. Requires strong organizational and communication skills, attention to detail, and the ability to manage multiple priorities in a high-volume, fast-paced environment.

Essential Duties and Responsibilities

• Monitors and manages all Facilities work orders (emergency, preventative, and general repairs) from creation through completion in Corrigo/VIA, ensuring proper follow-up, communication, and documentation.
• Serves as the primary administrative point of contact for Facilities, responding promptly to requests from stores, career centers, ROC/RDC sites, and corporate offices.
• Dispatches vendors, coordinates with in-house technicians, and verifies service completion through photos, notes, or store confirmation.
• Tracks all work order activity within Corrigo, maintaining accurate cost, labor, material, and vendor data.
• Submits and tracks vendor invoices for timely approval and payment; assists with budget reporting and monthly expense tracking.
• Maintains and updates the active vendor list; assists with vendor onboarding, W-9 collection, and insurance compliance.
• Provides high-level customer service to internal partners and vendors, ensuring clear communication and issue resolution.
• Supports after-hours or emergency work order escalations by coordinating with the Facilities on-call team when needed.
• Issues and confirms emergency work order notifications to stakeholders, ensuring response actions are clearly communicated and tracked.
• Tracks and documents all communication with landlords, property managers, and vendors to ensure timely response and accountability.
• Maintains accuracy of Corrigo and Smartsheet systems by updating statuses, resolving duplicates, and verifying completion data.
• Coordinates and schedules internal and vendor meetings, site walkthroughs, and Facilities project reviews as directed.
• Provides administrative support to Facilities leadership, including quote tracking, vendor compliance documentation, and distribution of departmental communications.
• Prepares and distributes reports, summaries, or dashboards for Facilities management (e.g., open work orders, completion times, emergency trends, cost summaries).
• Coordinates quotes and proposals for maintenance or repair work as requested by Facilities Management.
• Assists with scheduling and communication for capital projects, inspections, and vendor visits.
• Collaborates with Real Estate, IT, and Retail departments to ensure alignment of responsibilities, access, and project timing.
• Assists with documenting and refining departmental processes, standard operating procedures, and emergency response workflows.
• Maintains regular and consistent in-person attendance.
• Models Goodwill Core Values – Trust, Collaboration, Engagement, Ownership, and Innovation.
• Performs other related duties, as assigned.

Minimum Qualifications (Education, Experience, Skills

• 2–4 years of administrative, coordination, or facilities management support experience required.
• Experience using a Computerized Maintenance Management System (CMMS) such as Corrigo/VIA or similar is required.
• Strong organizational and communication skills, with the ability to manage multiple tasks and deadlines.
• Proficiency in Microsoft Excel, Outlook, Word, and PowerPoint required.
• Experience working with vendors, contracts, and invoices in a corporate or field operations environment.
• Familiarity with basic building systems (HVAC, electrical, plumbing, and general construction terminology) preferred.
• Must be able to provide clear and professional written updates via email and Corrigo comments.
• Previous Corrigo end user/administrator experience highly preferred.
• Bilingual in English and Spanish preferred.
• Must pass a background check and drug screen, where applicable.