Facilities Coordinator

Job Description

Job Description

Description:

The Facilities Coordinator supports the Director of Facilities in managing capital improvement projects and overseeing repairs and maintenance for endodontic and oral surgery practices across 10 states. This role is responsible for coordinating capital projects as well as routine repairs and maintenance, managing service requests submitted by practices, and working with vendors and contractors to ensure projects and repairs are completed efficiently, on time, and within budget. The Facilities Coordinator will also assist with developing scopes of work, obtaining vendor pricing, and coordinating equipment and materials needed for projects.

Responsibilities

· Assist the Director of Facilities in coordinating capital improvement projects and facility maintenance across HighFive practices.

· Manage execution of various capital expense projects, along with repairs and maintenance, as part of the annual capital plan.

· Request and evaluate vendor quotes and confirm pricing aligns with approved budgets.

· Develop scopes of work, establish project schedules, and coordinate with vendors and practice teams.

· Issue purchase orders and assist with contract execution for approved projects.

· Track project budgets and reconcile estimated costs to actual expenses.

· Maintain communication with Regional Directors, Practice Managers, Procurement, Finance, and the Director of Facilities regarding project progress.

Repairs & Maintenance

· Manage day-to-day repair and maintenance requests from practices, including facility issues, dental equipment repairs, and other operational needs.

· Coordinate vendors and contractors to resolve maintenance issues in a timely manner.

· Review maintenance requests and obtain necessary approvals from Finance and/or the Director of Facilities.

· Assist in establishing preventative maintenance schedules and tracking systems.

· Maintain a warranty tracking system for dental equipment and coordinate warranty repairs when needed.

· Bachelor’s degree in Real Estate, Construction Management, Architecture, Business Administration, or related field

· 2+ years of experience in facilities coordination, property management, construction management, or a related field preferred.

· Proficiency in Microsoft Office (Excel, Word, Outlook).

· Basic understanding of commercial leases and landlord/tenant responsibilities related to facility maintenance.

· Ability to review and interpret architectural, mechanical, electrical, and plumbing (MEP) drawings.

· Strong organizational and project coordination skills with the ability to manage multiple projects simultaneously.

· Strong communication skills and ability to work cross-functionally with internal teams and external vendors.

· Ability to travel to practice locations throughout the Southeast for site visits, including occasional overnight travel.