What a facilities coordinator does
Facilities coordinators manage the day-to-day services that keep an office, campus, clinic or plant working. They log and dispatch work orders, schedule maintenance and cleaning, manage vendor contracts and invoices, coordinate office moves and setups, oversee access cards and keys, and help with health and safety, fire drills and inspections. They are the link between employees who need help and the technicians or contractors who provide it, so organization and follow-through matter most.
Finch screens facilities coordinators for experience with work order systems, vendor management and budgets, along with the communication skills to handle many requests at once. We ask candidates how they prioritize urgent issues, track contractor performance and keep records up to date. If your role leans toward health and safety or project work, we screen for that as well. You meet a shortlist of qualified coordinators ready to support your facilities team.
Typical responsibilities
- Log, prioritize and track work orders in a maintenance or facilities system
- Schedule and coordinate vendors for cleaning, maintenance, security and repairs
- Process purchase orders and invoices and track facilities spending
- Coordinate office moves, furniture changes and workspace setups
- Manage access cards, keys and visitor procedures
- Support health and safety inspections, fire drills and emergency plans
Qualifications and credentials
- Experience in facilities, office administration or property operations
- Comfort with CMMS or work order software and Microsoft Office
- Vendor management, purchasing and basic budgeting skills
- Knowledge of workplace health and safety; JHSC certification is an asset
- Facility management credentials, such as IFMA's FMP, are a plus for growing into management
Who hires a facilities coordinator
- Corporate offices and head offices
- Hospitals, clinics and healthcare networks
- Colleges, schools and institutions
- Commercial property management firms
- Manufacturers with multiple sites
Where we recruit facilities coordinator candidates
We fill facilities coordinator roles for employers across Toronto and the GTA, including North York, Scarborough, Etobicoke, Vaughan, Markham, Richmond Hill, Mississauga, Brampton, Oakville, Burlington, Oshawa and Pickering, and for employers across Canada. GTA employers can meet us at our North York office by appointment.
What Finch checks before you meet a candidate
- Work order systems and facilities tools used
- Vendor coordination and invoice processing experience
- Prioritization and follow-through on multiple requests
- Health and safety knowledge relevant to your workplace
Interview questions to ask
- How do you decide which work orders to handle first when several arrive at once?
- Tell me about a vendor who was not meeting expectations. What did you do?
- Describe an office move or setup you coordinated from start to finish.