Supervisor - Facilities Coordinator

Position Overview

This position is responsible for leading and supervising a team of Facilities Coordinators while providing comprehensive oversight of IFM (Integrated Facilities Management) operations remotely. The Facilities Supervisor ensures strategic management and coordination of facility services across multiple sites and teams to maintain optimal operational efficiency and client satisfaction.

The role encompasses team leadership, advanced client relationship management, vendor oversight, and strategic planning while maintaining accountability for delivery quality, budget management, and performance metrics across the supervised portfolio.

Roles and Responsibilities:

Team Leadership and Management

• Supervise, mentor, and develop a team of Facilities Coordinators
• Conduct performance evaluations, provide coaching, and identify training needs
• Assign work responsibilities and monitor team productivity and quality standards
• Establish team goals, KPIs, and ensure consistent achievement of performance metrics
• Foster a collaborative team environment and resolve escalated issues

Strategic Administrative Functions

• Serve as senior point of contact with clients for complex facility operations and strategic initiatives
• Lead planning sessions for the account, strategic objectives, and long-term facility planning
• Oversee multiple site operations and coordinate cross-functional facility services
• Review initiatives on process improvements
• Manage escalated client service requests and complex operational challenges

Advanced Financial Management

• Develop and manage departmental budgets across multiple locations
• Analyze financial account performance, identify cost optimization opportunities, and implement strategic team or account initiatives
• Review and approve work order, purchase orders, invoices, etc.
• Prepare comprehensive financial reports, variance analyses, and strategic recommendations
• Ensure accurate cost allocation across client portfolios

Strategic Vendor and Service Provider Management

• Develop vendor management strategies and oversee contract negotiations
• Establish performance benchmarks and conduct comprehensive vendor assessments
• Lead vendor relationship management and resolve complex service delivery issues
• Ensure compliance with regulatory requirements and corporate standards
• Implement vendor performance improvement initiatives and strategic partnerships

Client Relationship and Communication Leadership

• Manage senior-level client relationships and strategic account development
• Lead or participate in client meetings, presentations, and strategic planning sessions
• Develop communication protocols and ensure consistent service delivery standards
• Handle complex client escalations and implement service recovery strategies

Compliance and Quality Assurance

• Establish quality control processes and monitor compliance across all operations
• Develop and implement standard operating procedures and best practices
• Conduct audits and assessments to ensure adherence to service standards
• Lead continuous improvement initiatives and implement operational enhancements
• Ensure regulatory compliance and risk management protocols

Competency

The ideal candidate should demonstrate the following advanced competencies:

• Leadership Excellence: Proven ability to lead, motivate, and develop high-performing teams
• Strategic Thinking: Capability to develop long-term strategies and implement complex operational initiatives
• Advanced Customer Service: Executive-level client relationship management and service recovery skills
• Crisis Management: Ability to maintain composure and lead effectively during high-pressure situations
• Strategic Planning: Strong analytical skills with ability to forecast, plan, and execute complex projects
• Advanced Communication: Superior presentation, negotiation, and interpersonal communication skills
• Technical Proficiency: Expert-level proficiency in MS Excel, financial systems, and facility management software
• Financial Acumen: Strong understanding of budgeting, financial analysis, and cost management principles

Experience and Qualifications:

• Minimum 3 years of progressive experience in facility management, property administration, or service coordination, with at least 2 years in a supervisory role
• 2-3 years of experience in financial management, accounting, or budget oversight; within the facilities or real estate or service-related industry
• Bachelor's degree in Facilities Management, Business Administration, Engineering, Finance, or related field
• Professional certifications in facilities management (FMP, CFM, SFP) or project management (PMP) preferred
• Demonstrated experience managing teams of 5+ direct reports and overseeing multi-site operations
• Proven track record of client relationship management and vendor negotiations at executive level