Facilities Coordinator – Supervisor

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Facilities Coordinator – Supervisor

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

Location:

If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements.  We're interested in getting to know you and what you bring to the table

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