Corporate Facilities Maintenance Coordinator

• Coordinate the day-to-day maintenance and operation of the Wilmington, MA and Hudson, NH facilities.
• Coordinate routine, preventative, and corrective maintenance activities for Company facilities.
• Perform routine building maintenance, minor repairs, troubleshooting, and general facility upkeep as appropriate.
• Conduct regular facility walkthroughs to identify maintenance needs, safety concerns, equipment issues, or areas requiring repair or improvement.
• Monitor and manage facility repair and service requests from initiation through completion.
• Assist with the development and execution of preventative maintenance schedules for building systems and equipment.
• Coordinate repairs and maintenance in a manner that minimizes disruption to office, warehouse, manufacturing, distribution, and other business operations.
• Maintain appropriate facility supplies, tools, replacement items, equipment, and related inventory.
• Identify facility issues requiring specialized expertise and coordinate with licensed or qualified contractors as appropriate.
• Coordinate seasonal and exterior facility needs, including snow and ice removal, landscaping, parking lot maintenance, exterior building services, and maintaining safe access to entrances, walkways, and other exterior areas.

• Serve as a primary point of contact for facility related vendors, contractors, service providers, and building management.
• Schedule, coordinate, and oversee service providers, including HVAC, electrical, plumbing and water systems, elevators, fire and life safety systems, janitorial and cleaning services, pest control, landscaping, snow removal, security, waste and recycling, and other facility services.
• Coordinate vendor access, service appointments, inspections, repairs, and follow up activities.
• Communicate planned maintenance, repairs, service interruptions, and other facility activities to affected employees and business leaders.
• Monitor vendor performance and follow up on incomplete or unsatisfactory work.
• Obtain quotes, estimates, and proposals and assist in evaluating facility related purchases and services.
• Review vendor invoices for accuracy and completion of work prior to approval.
• Maintain vendor contact information, service schedules, contracts, warranties, inspection records, and other facility documentation.

• Coordinate and support required building inspections, testing, maintenance, and documentation, including elevator, fire, life safety, and other regulatory or safety related inspections.
• Monitor compliance with applicable safety, health, environmental, building, fire, security, and Company requirements and escalate concerns as appropriate.
• Coordinate with the Fire Department, Police Department, and other municipal, regulatory, or emergency response agencies as needed regarding facility inspections, safety matters, emergency situations, permits, access, or other facility related requirements.
• Partner with Human Resources, Operations, EHS and Safety, Security, and other departments regarding facility related safety and security concerns.
• Conduct routine facility inspections and identify maintenance, safety, security, or operational concerns.
• Identify and promptly escalate potential building, employee safety, security, or operational risks.
• Support emergency preparedness activities, including facility related evacuation and emergency response procedures.
• Maintain records related to inspections, permits, maintenance activities, work orders, service agreements, warranties, and regulatory requirements.
• Monitor service contracts, inspection schedules, renewals, and required follow up activities to support timely compliance.

• Assist with office, workstation, conference room, common area, warehouse, and other space planning needs.
• Coordinate employee office and workstation moves, additions, and changes.
• Assist departments in determining furniture and workspace requirements.
• Research, recommend, order, and coordinate installation of office furniture and facility equipment.
• Maintain information regarding furniture inventory and available office and workstation space.
• Coordinate with IT and other departments when employee moves or space changes require technology, electrical, telecommunications, or other support.
• Assist with facility preparation for Company meetings, training sessions, employee events, customer or vendor visits, and other special events.
• Coordinate room configurations, tables, chairs, furniture, signage, equipment, and other physical setup requirements.
• Ensure meeting and event spaces are appropriately prepared before events and returned to standard configuration afterward.
• Assist with special projects intended to improve the employee workplace experience and functionality of Company facilities.

• Coordinate and support facility relocations, renovations, repairs, installations, improvements, upgrades, and capital projects.
• Obtain estimates and coordinate contractors for approved facility projects.
• Track project schedules, vendor activity, costs, and completion of work.
• Assist with facility operating budgets, purchasing, invoice review, expense tracking, and monitoring of facility related expenditures.
• Maintain and update facility information, schedules, inspection records, work orders, and other documentation using applicable CMMS and Microsoft Office systems.
• Identify opportunities to improve facility operations, building efficiency, vendor performance, maintenance processes, safety, cost effectiveness, and the workplace environment.
• Coordinate with internal departments to minimize operational disruption during maintenance, inspections, repairs, moves, and facility projects.
• Travel between the Wilmington, MA and Hudson, NH facilities based on business and facility needs.

• Serve as a point of contact for urgent facility related issues that may arise outside of normal business hours.
• Respond to afterhours calls, texts, or other communications regarding urgent building or facility issues and coordinate an appropriate response.
• Assess facility issues and determine when outside vendors, contractors, management, security, emergency services, or other resources should be contacted.
• Coordinate emergency repairs and vendor response for issues including HVAC failures, plumbing or water leaks, electrical issues, building access or security concerns, weather related events, fire and life safety system issues, and other urgent facility conditions.
• Report to the Wilmington, MA or Hudson, NH facility outside of normal business hours when an urgent situation requires an onsite response.
• Support emergency preparedness and facility response activities as needed.

• High school diploma or equivalent required.
• Associate degree, bachelor's degree, technical training, facilities management coursework, or related education preferred.
• Three to five years of experience in facilities coordination, building maintenance, property management, facility operations, or a related field preferred.
• Experience supporting office, warehouse, distribution, manufacturing, corporate, commercial, or similar business environments strongly preferred.
• Experience coordinating vendors, contractors, maintenance activities, and facility projects preferred.

• High school diploma or equivalent required.
• Associate degree, bachelor's degree, technical training, facilities management coursework, or related education preferred.
• Three to five years of experience in facilities coordination, building maintenance, property management, facility operations, or a related field preferred.
• Experience supporting office, warehouse, distribution, manufacturing, corporate, commercial, or similar business environments strongly preferred.
• Experience coordinating vendors, contractors, maintenance activities, and facility projects preferred.

• Working knowledge of building systems and general maintenance practices, including HVAC, electrical, plumbing, mechanical, and fire and life safety systems.
• Ability to perform basic building maintenance and minor repairs safely and effectively while recognizing when work should be referred to a licensed or specialized contractor.
• Knowledge of preventative maintenance practices and facility operations.
• Understanding of applicable workplace safety and facility related compliance requirements.
• Strong organizational, time management, and project coordination skills with the ability to manage multiple priorities and deadlines.
• Strong vendor management and communication skills.
• Effective written and verbal communication skills with the ability to work collaboratively with employees at all levels of the organization and external service providers.
• Strong problem solving, decision making, and sound judgment skills with a proactive approach to identifying and resolving facility issues.
• Ability to respond appropriately and calmly to urgent building and facility situations.
• Proficiency with Microsoft Office applications, including Outlook, Excel, Word, and Teams.
• Experience using computerized maintenance management systems or other facility management software preferred.
• Ability to review service proposals, estimates, invoices, contracts, and other facility related documentation.
• Ability to maintain accurate records, schedules, work orders, invoices, service documentation, and other facility information.
• Valid driver's license and driving record in good standing required, with the ability to travel between Company locations as needed.
• Ability to work independently while also collaborating effectively with internal departments and external service providers.
• Detail oriented, proactive, dependable, and responsive to changing priorities and urgent facility needs.

The physical requirements described below are representative of those necessary to perform the essential functions of the position. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential job functions.

The position requires a combination of administrative work and physical facility maintenance activities. The employee must be able to:

• Regularly walk throughout office, warehouse, manufacturing, storage, mechanical, exterior, and other facility areas.
• Stand, walk, bend, stoop, kneel, crouch, reach, climb stairs, and perform other physical activities associated with building inspections and minor maintenance.
• Safely use basic hand and power tools and ladders as necessary to perform routine facility related activities.
• Conduct or participate in elevator, fire safety, building, and other facility inspections and access areas necessary to perform these responsibilities.
• Shovel snow and clear walkways, entrances, steps, and other exterior areas as needed during winter weather conditions.
• Push, pull, lift, and carry tools, equipment, supplies, snow removal equipment, and other materials, including items weighing up to approximately 50 pounds, with or without reasonable accommodation.
• Occasionally move or reposition supplies, equipment, furniture, or other items as needed for facility operations.
• Maintain sufficient balance, coordination, mobility, and physical stamina to safely navigate various areas of the facility.
• Perform repetitive hand and wrist movements associated with computer use, documentation, communication, and other administrative tasks.
• Maintain close visual acuity for computer work, reading documents, inspecting equipment, identifying maintenance concerns, and reviewing facility conditions.
• Work outdoors periodically and in varying weather conditions, including cold, heat, rain, snow, and other conditions associated with facility operations.
• Work periodically in warehouse, manufacturing, mechanical, exterior, or other non-office environments where conditions may include noise, temperature variations, dust, odors, mechanical equipment, or other conditions associated with building maintenance.
• Follow applicable safety procedures and use required personal protective equipment when entering areas where such equipment is required.
• Respond to occasional facility issues outside normal business hours and travel to Company facilities when necessary.

• Organization and follow through
• Vendor and contractor coordination
• Customer service and responsiveness
• Problem solving and sound judgment
• Communication and collaboration
• Planning and project coordination
• Attention to detail
• Safety awareness
• Accountability and ownership
• Adaptability and prioritization
• Adaptability and prioritization

This position is primarily based at the Company's Wilmington, Massachusetts facility and requires regular interaction with both office and warehouse environments. Periodic travel to the Company's Hudson, New Hampshire facility is required.

This position requires schedule flexibility based on facility and business needs. The employee may be contacted outside of normal business hours to respond to urgent facility issues and may be required to report onsite to the Wilmington, MA or Hudson, NH facility when circumstances require an immediate physical presence.

After hours needs may include building emergencies, equipment or utility failures, weather related events, security or access issues, or other situations that could impact employee safety or business operations.

The position may also require occasional early morning, evening, or weekend work to coordinate maintenance, repairs, vendor services, facility projects, or other work that cannot reasonably be completed during normal business hours.

We are an Equal Employment Opportunity employer that values the strength diversity brings to the workplace. All qualified applicants, regardless of race, color, religion, gender, sexual orientation, marital status, gender identity or expression, national origin, genetics, age, disability status, protected veteran status, or any other characteristic protected by applicable law, are strongly encouraged to apply.