Facilities Projects Coordinator

Description

Facilities & Capital Projects Coordinator

Location: Alcoa, Tennessee — In Office
Department: Facilities & Equipment Maintenance
Reports To: Senior Director of Facilities & Equipment Maintenance
Position Type: Full-Time
Pay: $26–$32 per hour, depending on experience

About the Role

The Facilities & Capital Projects Coordinator manages the administrative and financial details behind facility improvements and major equipment installations across our 155 car wash locations.

Working with the Facilities Project Manager, Equipment/CapEx Lead, external contractors, suppliers, and Accounting, you will keep purchasing, equipment orders, vendor documentation, project costs, invoices, and payments accurate and moving through completion.

This role focuses on project administration, financial tracking, and external vendor coordination—not maintenance dispatch or daily technician scheduling. We need someone who spots gaps, asks questions, and follows through without repeated reminders.

Key Responsibilities

• Project finances: Track approved budgets, committed costs, actual spending, unpaid invoices, and expected remaining costs. Reconcile records and flag discrepancies or potential overruns.
• Purchasing and equipment orders: Coordinate POs, verify quotes and approvals, and track orders through vendor confirmation, shipment, delivery, and receipt.
• Invoices and payments: Match vendor invoices to approved purchases and completed work. Resolve discrepancies and follow payment issues through completion with Accounting.
• Vendor onboarding: Collect W-9s, insurance certificates, agreements, and other required documentation. Confirm vendors are ready before work begins.
• Project records and closeout: Maintain contracts, approved changes, warranties, permits, and other project documents. Ensure financial and administrative items are resolved at closeout.
• Reporting and follow-through: Keep shared trackers current, pursue overdue actions, and give leadership clear updates on status, risks, next steps, and decisions needed.
• Systems administration: Support department platforms and coordinate authorized employee access changes for onboarding, transfers, and offboarding.

How You Fit Within the Team

The Facilities Project Manager owns facility project execution. The Equipment/CapEx Lead owns major equipment installations. The Senior Director sets priorities and approves investments.

You own the administrative and financial coordination that keeps their projects organized and moving.

Required Qualifications

• 2+ years in construction administration, capital-project coordination, project accounting, or purchasing/AP supporting projects.
• Hands-on experience coordinating external contractors, vendors, or equipment suppliers.
• Experience with purchase orders, vendor invoices and payments, and project cost tracking.
• Strong Excel skills and ability to maintain accurate shared trackers and reports.
• Clear communication and demonstrated ability to resolve open items without continuous supervision.
• Ability to manage competing priorities and learn multiple software systems.

Preferred Experience

• Facility renovations, construction projects, or equipment installations.
• Contractor onboarding and insurance documentation.
• Multi-site operations and equipment delivery tracking.
• Purchasing/ERP systems such as Jaggaer or Oracle, and project platforms such as Asana or Monday.com.
• Employee system-access administration.

What Success Looks Like

Project owners and leadership can quickly see what is approved, ordered, committed, spent, unpaid, and expected at completion. They know what needs attention, who owns the next step, and when it is due.

The right person catches problems early, keeps vendors informed, and closes open items without repeated reminders.

Compensation & Benefits

$26–$32 per hour, depending on experience and qualifications. Full benefits and other compensation programs are provided according to company policies.