What are the responsibilities and job description for the Facilities & Capital Coordinator position at Vesta Realty, LLC?
Vesta Realty is looking for talented individuals with the drive to succeed and grow with our company. Voted a “Great Place to Work” in 2024, Vesta Realty strives to provide the career growth and professional development opportunities that are vital to the success of our workforce. Since being established in 2017, Vesta has been recognized as one of the Top 50 Multifamily Property Management Firms in the United States. We know that this wouldn’t be possible without the efforts of our diverse team and dynamic leadership. As one of the fastest-growing companies in the multifamily industry, we are excited about the opportunities that await you with the Vesta family.
This is not a remote position. This is an on site position.
JOB TITLE: Facilities and Capital Coordinator
JOB NUMBER FLSA Status: Exempt
DEPARTMENT DIVISION: Vesta Realty LLC
GROUP: Residential Property Management
REPORTS TO: Director of Facilities and Capital Improvements
JOB SUMMARY, DUTIES AND RESPONSIBILITIES, JOB REQUIREMENTS
SUMMARY
The Facilities and Capital Coordinator oversees the coordination of facility maintenance activities and capital improvement projects across multiple properties. This role ensures that facilities are safe, functional, and maintained to high standards while adhering to budgetary constraints. The Facilities and Capital Coordinator acts as the liaison between property managers, vendors, and contractors, ensuring that projects align with organizational goals and compliance requirements.
DUTIES AND RESPONSIBILITIES
Facility Maintenance Coordination
Schedule and monitor routine and preventive maintenance for building systems, including HVAC, plumbing, electrical, and structural components.
Serve as the primary contact for facility-related emergencies and coordinate appropriate responses.
Maintain detailed records of facility inspections, maintenance schedules, and completed work orders.
Capital Projects Management
Assist in planning, budgeting, and implementing capital improvement projects.
Collaborate with vendors, contractors, and stakeholders to define project scopes, timelines, and deliverables.
Ensure projects comply with regulatory requirements and organizational standards.
Vendor and Contractor Relations
Evaluate and select vendors and contractors based on performance, cost, and reliability.
Negotiate contracts and manage vendor performance to ensure timely and quality service delivery.
Conduct regular performance reviews and resolve vendor-related issues.
Budgeting and Reporting
Assist in preparing annual budgets for facility operations and capital projects.
Monitor expenditures to ensure adherence to budgets and identify cost-saving opportunities.
Generate reports on maintenance activities, project progress, and budget utilization.
Compliance and Safety
Ensure all facilities meet health, safety, and environmental standards.
Stay informed about applicable building codes, OSHA regulations, and industry best practices.
Conduct regular facility audits to identify and address compliance gaps.
Cross-Functional Collaboration
Work closely with property management teams to address tenant concerns related to facility conditions.
Coordinate with IT, HR, and other departments to align facility projects with organizational priorities.
Provide input on long-term facility planning and strategy development.
EDUCATIONAL REQUIREMENTS
High school diploma or equivalent required; additional education/training is a bonus.
Minimum of 3-5 years of experience in facility management, project coordination, or a similar role.
PHYSICAL REQUIREMENTS
Occasional standing or walking within the office or to other facilities.
Ability to sit for extended periods (up to 8 hours with breaks).
Occasional bending, reaching, and stooping.
Frequent use of hands for typing, writing, and handling documents.
Ability to operate standard office equipment (e.g., computers, copiers, and phones).
Adequate vision for reading and computer use (corrective lenses acceptable).
Ability to hear and communicate effectively, including via phone.
Ability to lift and carry items weighing up to 25 pounds occasionally (e.g., office supplies or small packages).
Ability to climb stairs.
ADDITIONAL REQUIREMENTS
Valid Driver's License and/or reliable transportation. Employees may be required to report to different locations for work, and attend offsite meetings, training sessions, conferences, events, etc.
Proficiency in property management software.
Proficiency in software applications such as Microsoft Office and G-suite.
Knowledge of, or ability to learn, Federal, State, and Local Laws pertaining to Fair Housing and Landlord/Tenant Laws.
Proficiency in facility management software and project management tools.
Strong understanding of building systems, construction practices, and maintenance procedures.
Valid Driver's License and/or reliable transportation. Employees may be required to report to different locations for work, and attend offsite meetings, training sessions, conferences, events, etc.
Proficiency in property management software.
Proficiency in software applications such as Microsoft Office and G-suite.
Knowledge of, or ability to learn, Federal, State, and Local Laws pertaining to Fair Housing and Landlord/Tenant Laws.
Communication Skills: Strong verbal and written communication, with the ability to interact professionally and respectfully.
Organizational Skills: Ability to prioritize tasks, manage time effectively, and maintain attention to detail.
Analytical & Problem-Solving: Demonstrates sound decision-making, planning, and problem-solving abilities.
Adaptability: Flexible and able to adjust to changing priorities and stressful environments.
Multi-Tasking: Effectively handles multiple tasks with efficiency and accuracy.
Technical Proficiency: Basic mathematical, typing, and computer skills, with the ability to learn new software and systems.
Collaboration & Independence: Capable of working both independently and as part of a team.
Professionalism: Maintains confidentiality and delivers exceptional customer service in a professional manner.
Please note: This job description is not intended to be an all-encompassing list of duties, responsibilities, or qualifications. Additional tasks and requirements may be assigned as needed to meet organizational objectives.
