Facilities and Maintenance Administrative Coordinator III

Job Title: Facilities and Maintenance Administrative Coordinator III Job Description: The Role: Our Colorado Springs teams is seeking a Maintenance & Facilities Administrative Coordinator to provide purchasing, administrative, vendor, and project-coordination support for site maintenance and facilities operations. This role will create and track purchase requisitions and purchase orders, maintain accurate purchasing documentation, coordinate with suppliers and internal partners, and help ensure that materials and services are available when needed. What You’ll Do: Purchasing and Invoice Support Create and process purchase requisitions for maintenance, facilities, repairs, services, supplies, and other approved indirect spending. Support purchase-order creation, changes, tracking, and closeout in accordance with company procedures and approval requirements. Confirm that purchasing requests include accurate supplier information, accounting details, cost estimates, supporting documentation, and required approvals. Track the status of requisitions and purchase orders, and communicate updates, delays, or required actions to requestors and leaders. Coordinate with Procurement, Finance, Accounts Payable, suppliers, and internal requestors to resolve routine purchasing and invoice discrepancies. Follow up on open orders, order confirmations, delivery dates, service completion, receipts, and outstanding documentation. Support the reconciliation of purchase orders, invoices, commitments, and department purchasing records. Maintain organized and accurate electronic records for purchases, contracts, quotes, invoices, and supplier documentation. Maintenance and facilities administration Provide daily administrative and coordination support to the Maintenance and Facilities team. Help coordinate materials, parts, services, contractor activity, and documentation required to support maintenance and facilities work. Maintain team trackers, schedules, purchasing logs, action lists, shared files, and routine reports. Assist with vendor onboarding and the collection of required supplier, insurance, safety, and site-access documentation. Coordinate routine communications with internal teams, contractors, and service providers. Support maintenance-related meetings by organizing materials, documenting action items, and following up with assigned owners. Help maintain accurate operating procedures, service records, equipment documentation, and other departmental files. Handle sensitive business and supplier information with appropriate confidentiality and judgment. Project and vendor coordination Coordinate assigned workplace, maintenance, and facilities improvement activities. Track project milestones, schedules, costs, stakeholders, purchasing needs, and action items. Support implementation activities associated with repairs, workplace improvements, and operational initiatives. Partner with internal teams and external vendors to support project objectives and business needs. Schedule vendor and contractor services in coordination with site contacts and operational requirements. Track supplier deliverables and escalate missed commitments, documentation gaps, or service issues to the appropriate team member. Assist with the collection of quotes and bid documentation while following established Procurement policies and approval processes. Identify opportunities to simplify administrative processes, improve record accuracy, and strengthen purchasing controls. Other duties as needed to support the overall business goals and objectives. What We Seek: High school diploma or GED required. Three to five plus years of experience in purchasing administration, facilities coordination, maintenance administration, operations support, or a related environment. Working knowledge of purchasing workflows, approvals, supporting documentation, and basic invoice reconciliation. Proficiency with Microsoft Office applications, particularly Excel, Outlook, Word, and…

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