Facilities Coordinator

· Coordinate all in person facilities business for Austin, TX. 

· Assist with administrative duties as needed (postage, mailing, etc.). 

· Develop and implement a proactive facilities management strategy for all 12 locations, including maintenance schedules, inspections, vendor management, and capital planning.

· Development, execution and oversite of business continuity planning for the organization.

· Implementation and maintenance of security systems across the organization.

· Development and maintenance of security systems playbook based on current enterprise standards.

· Oversee vendor contracts (HVAC, electrical, plumbing, cleaning, landscaping, security systems), negotiate terms, monitor performance, and ensure SLAs are met.

· Monitor facilities budgets (repairs & maintenance, utilities, capital projects), identify cost savings opportunities, and report variances to senior leadership.

· Ensure all facilities comply with regulatory requirements (OSHA, life safety codes, fire codes, FDA/Pharmacy/State Board of Pharmacy facility standards where applicable), and internal policies.

· Lead and coordinate site inspections, audits, safety reviews, and facility condition assessments. Develop remediation plans as needed.

· Plan, coordinate and oversee capital projects and minor renovations/upgrades at sites (e.g., expansion of pharmacy footprint, equipment relocation, automation infrastructure upgrades). Oversee contractors, obtain bids, manage timelines, and track costs.

· Serve as the point of escalation for facility emergencies (e.g., HVAC failures, utility outages, environmental issues). Coordinate rapid response, root cause, remediation and documentation.

· Foster standardization of best-practice facilities processes across sites: facility maintenance logs, service records, budget templates, vendor scorecards.

· Provide regular reporting (monthly/quarterly) on site condition metrics, maintenance backlog, capital spend, energy/utilities usage, vendor performance and risk assessment.

· Work cross-functionally with operations/site managers, IT/automation teams (since your business has automation equipment like the MTS 350/E3), pharmacy leadership, and real estate/facilities procurement.

· Travel periodically to visit locations, conduct inspections, meet vendors, support projects and build site-level relationships.

· Demonstrated experience managing vendor contracts, capital project execution, preventive maintenance programs, and budget responsibility.

· Strong project management skills with ability to drive multiple initiatives across sites.

· Excellent communication, collaboration and influencing skills (working remotely + on-site).

· Ability to analyze facilities data (costs, utilities, condition assessments), generate actionable insights, and present to leadership.

· Knowledge of relevant regulatory/compliance requirements (OSHA, fire/life safety, environmental, building codes).

· Willingness to travel regularly (~20%) to site locations.

· Proficiency in using facilities management software or CMMS (computerized maintenance management system) preferred.

· Strong sense of urgency, problem-solving mindset, ability to handle emergencies and high-stakes infrastructure issues.

Preferred Qualifications

· Experience with multi site facilities management preferred.

· Bachelor’s degree preferred.

· Certified Facility Manager (CFM) or other facilities/asset-management credential.

· Experience in pharmacy or healthcare facility operations (or experience supporting highly-automated manufacturing/packaging operations) preferred.

· Familiarity with multi-state operations and managing standardized processes across disparate geographies.

Physical Requirements 

Sitting, standing, walking, lifting, pulling, speaking, listening

Travel: approximately Occasional travel 10-20%