Facilities CMMS & Administrative Coordinator

We are looking for talented professionals to be a part of a dynamic team. We place a focus on professionalism, kindness, integrity, and a high level of confidentiality, with the goal to deliver best in class service while providing a positive working experience for its staff.

Job Summary

The Facilities CMMS & Administrative Coordinator supports the Sr. Manager, Facilities Engineering and the Facilities Team by managing the Computerized Maintenance Management System (CMMS) platform and performing administrative functions that ensure efficient operation and maintenance on a private estate.  This position is primarily responsible for maintaining accurate maintenance data, optimizing CMMS workflows, and supporting users in the system.  This role focuses on CMMS operations, reporting, and data management, and involves administrative and coordination tasks supporting overall Facilities operations.

Essential Duties & Responsibilities

CMMS Platform Management

• Administer and maintain the CMMS platform, ensuring accurate and up-to-date data on assets, work orders, preventive maintenance, and inspections
• Create, assign, and track work orders, ensuring timely completion and proper documentation by technicians and vendors
• Develop and maintain preventive maintenance schedules for all facilities systems and equipment
• Review and analyze CMMS data to identify trends, recurring issues, and opportunities for improvement
• Generate and distribute maintenance performance reports to management
• Support continuous improvement by optimizing CMMS workflows and implementing system updates or enhancements
• Training Facilities staff and supervisor on CMMS usage, data entry, and best practices
• Coordinate integration of CMMS data with inventory management, procurement, and vendor systems
• Maintain asset database and update equipment records, warranty information, and service history
• Ensure data integrity, compliance, and standardization across all CMMS functions

Administrative & Coordination Support

• Provide administrative support to the Sr. Manager, Facilities Engineering and Facilities Team, including scheduling meetings, preparing documents, and coordinating communications
• Assist with tracking budgets, processing invoices, and generating expense reports
• Maintain organized records of contracts, service agreements, and compliance documentation
• Coordinate with vendors, contractors, and service providers for scheduled service and repairs
• Support team onboarding training logistics, and documentation updates
• Perform other related duties as assigned

Job Skills & Qualifications

• Strong knowledge and experience with CMMS platforms
• Ability to train and support end users on system processes and best practices
• Knowledge of maintenance operations, facilities terminology, and asset management concepts
• Ability to manage multiple priorities
• Experience in facilities or maintenance coordination role, managing or supporting a CMMS system
• Valid Driver’s License

Education Requirements

• High School Diploma or equivalent

Physical Demands & Work Conditions

• Required to lift more or carry items up to 50 lbs
• Prolonged periods sitting at a desk and working on a computer
• Standard office environment with occasional outdoor work in varying weather conditions
• Able to drive a side-by-side Utility vehicle (UTV)

Competencies

• Trustworthiness and Integrity: Always acting in the best interest of the owner 
• Communication: Ability to communicate clearly and concisely, both written and verbal, to relate insights and understanding of issues or problems in a skillful way to supervisors, colleagues, external parties and owners; understanding of the necessity and protocol to pass on important information 
• Team Player: Connects with coworkers, leaders, and external vendors in an effective manner; considers how his/her actions affect other groups or team members; models a spirit of cooperation with other members of the work group; works effectively and cooperatively across groups; understands the need for and requirements of the chain of command 
• Flexibility: Ability to work both independently and in a team setting; willingness to work in a wide range of roles, as needed; willingness to assist other departments, as needed 
• Critical Thinking: Asks the right questions to obtain the information needed to assess situations properly; anticipates and responds quickly to problems; finds ways to get projects accomplished efficiently; positively impacts the team by managing time effectively 
• Attention to Detail: Ability to listen and understand information and ideas presented; ability to execute projects and tasks with excellence 
• Proactive: Goes above and beyond what needs to be done; has the confidence to initiate action independently and address unexpected problems or opportunities without prompting 
• Discretion: Understanding of the nature of private family service and the need for absolute privacy and confidentiality

We are an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. We are committed to equal employment opportunities for all employees as well as providing them with a work environment free of discrimination and harassment.

Employment decisions are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, or any other status protected by the laws or regulations in the various locations where we operate.  We encourage applicants from all ages and backgrounds.