Facilities Services Coordinator

Job Description

Job Description

SALARY: $68,224.00 - $80,267.20

BENEFITS:

• Medical, Vision, Dental, Supplemental and Life Insurance
• Paid Parental Leave
• Employee Discounts
• COTA Bus Pass
• Wellness Initiatives
• On-Site Chair Massage
• On-Site Health Coach
• Tuition Reimbursement
• Student Loan Repayment Program
• Public Pension through OPERS & Ohio Deferred Compensation

POSITION SUMMARY:

The Facilities Services Coordinator supports the Facilities Department by managing budgeting activities, processing requisitions and invoices, coordinating vendor services, and maintaining accurate operational records. The role also assists with space planning, work order management, and agency‑wide furniture procurement to ensure efficient and well‑coordinated facilities operations across the organization. Performs other duties in alignment with the COTA Strategic Plan and in support of the organization's vision to Move Every Life Forward.

ESSENTIAL JOB FUNCTIONS:

• Prepare and route purchase requisitions for routine and non‑routine needs, ensuring accuracy and alignment with procurement guidelines.
• Manage the Facilities Department budget, including expenditure tracking, account reconciliations, and preparation of regular financial updates. Support annual budget planning by gathering input and coordinating with Finance and leadership.
• Coordinate vendor relationships by supporting service delivery, monitoring contract performance, resolving issues, and facilitating monthly contract review meetings. Collaborate with stakeholders and Procurement on Statements of Work (SOWs) and contract execution.
• Assist with short‑ and long‑term space planning by tracking workspace availability and supporting layout and utilization needs across administrative areas.
• Serve as the intake point for facilities‑related requests, ensuring proper routing and prioritization for Facilities Managers.
• Support the EAM system by generating, updating, and closing work orders, including the creation of planned work orders.
  
• Process Facilities invoices, verify receipt of goods and services, ensure accurate coding, and coordinate with Accounts Payable to resolve discrepancies.
• Prepare staff summaries and internal reports that provide budget status, operational updates, and key departmental activities for leadership review.
• Oversee agency‑wide furniture procurement by validating departmental requests, consolidating orders, and coordinating delivery and installation logistics.
• Manage recurring service orders such as Culligan water delivery, including placing orders, monitoring service levels, and ensuring accurate billing and vendor coordination.
• Manage inventories for Facilities materials, tools, and equipment across facilities locations, shops, trucks, and utility vehicles.
  

MINIMUM EDUCATION & EXPERIENCE REQUIRED:

• Requires an Associate's degree in Business Administration three (3) years' experience in administrative support, office operations, or facilities-related roles.
• An equivalent combination of education and relevant experience in facilities and budget management will also be considered.

  
  COTA is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are based on job needs, job requirements and individual qualifications, without regard to race, color, religion or belief, sex, sexual orientation, age, genetic information, gender identity, national origin, veteran or disability status.