What are the responsibilities and job description for the Facilities Coordinator position at Spartan Fitness?
The Facilities Coordinator is responsible for supporting day-to-day facilities operations by managing service requests and work orders within a Computerized Maintenance Management System (CMMS). This role serves as a central point of coordination between internal stakeholders, vendors, and the Facilities team to ensure timely resolution of maintenance issues, preventive maintenance, account set up, IT related items, billing, accurate tracking of work, and consistent documentation across all locations.
Key Responsibilities
- CMMS & Ticket Management
- Monitor, triage, and assign incoming facilities service requests through the CMMS system
- Ensure work orders are accurately created, prioritized, categorized, and documented
- Track ticket progress from submission through completion and closure
- Follow up with vendors and internal teams to ensure service level expectations are met
- Close tickets with proper notes, costs, and supporting documentation
Vendor & Service Coordination
- Dispatch approved vendors for repairs and maintenance
- Communicate scope of work, timelines, and access details
- Confirm work completion and escalate issues as needed
- Maintain vendor contact information and service records
- Vendor set up for acquisitions.
Facilities Support
- Serve as the first point of contact for facilities-related requests
- Coordinate preventive maintenance schedules
- Assist with procurement, invoicing, and cost tracking
- Support emergency maintenance coordination
Reporting & Documentation
- Generate CMMS reports on work order activity
- Maintain accurate records for inspections and repairs
- Identify recurring issues and trends
Required Qualifications
- High school diploma or equivalent (Associate’s or Bachelor’s preferred)
- 1–3 years of facilities or maintenance coordination experience
- Experience with a CMMS platform
- Strong organizational and communication skills
- Proficiency in Microsoft Office
Preferred Qualifications
- Multi-site or franchise experience
- Vendor management experience
- Basic knowledge of building systems
Core Competencies
- Attention to detail
- Time management
- Customer service mindset
- Problem-solving skills
Benefits Include
- Health, dental, and vision insurance
- 401(k) with company match
- Paid time off and holidays