B I R G E & H E L D
Investing in Communities to Transform Lives.
WHO WE ARE
It's fun to work in a company where people truly believe in what they are doing. At Birge & Held, we are committed to bringing excitement and energy to the business of multifamily housing. We expect every employee within our organization to be a leader working in a collaborative environment towards a shared vision.
At Birge & Held, our employees have a Passion for People, demonstrate Leadership at Every Level, and are Always Learning & Innovating. Through these core values, we make our purpose a reality, “Investing in Communities to Transform Lives.”
POSITION OVERVIEW
The Facilities Coordinator supports facilities operations across an assigned portfolio of communities, with primary responsibility for make ready management, maintenance purchasing, procurement, and vendor coordination. This centralized role maintains visibility into vacant unit readiness, materials, purchasing needs, vendor performance, and service timelines to improve efficiency, control costs, and support consistent company standards.
The Facilities Coordinator works closely with Maintenance Operations Managers (MOMs), Operations Managers (OMs), Regional Maintenance Supervisors (RMSs), onsite maintenance teams, suppliers, and approved vendors. The role coordinates workflows and logistics while onsite maintenance leadership and RMSs retain responsibility for field execution, technical oversight, and maintenance quality. This position may be remote with periodic travel to assigned communities. This position reports directly to the Manager of Operational Services.
KEY RESPONSIBILITIES
Make Ready Management
- Manage make ready work flows across assigned communities, including upcoming move outs, vacant units, vendor schedules, material needs, and expected completion dates.
- Coordinate apartment turn services, including painting, cleaning, carpet cleaning, flooring, tub resurfacing, appliance installation, punch work, and specialty repairs.
- Track progress and proactively identify delays, material shortages, vendor issues, and other risks affecting unit availability; communicate priorities and follow up on resolution.
- Coordinate correction of quality control deficiencies and incomplete vendor work with onsite teams and maintenance leadership.
- Serve as a primary communication point among onsite teams, vendors, suppliers, and corporate maintenance throughout the make ready process.
Maintenance Purchasing and Procurement
- Coordinate purchasing for appliances, flooring, cabinets, countertops, doors, maintenance supplies, equipment, and other approved materials.
- Assist onsite teams with product identification, material sourcing, pricing, ordering, and delivery coordination in partnership with maintenance leadership.
- Monitor purchasing activity and identify opportunities to consolidate orders, standardize approved products, reduce costs, and improve purchasing efficiency.
- Maintain approved supplier relationships and help resolve order, delivery, pricing, and product availability issues.
Vendor Management
- Assist with vendor sourcing, onboarding, scheduling, pricing, and ongoing relationship management.
- Obtain and compare vendor pricing and partner with Regional Maintenance Supervisors and Operations leadership on vendor selection.
- Monitor vendor responsiveness, completion timelines, quality, pricing, and adherence to company expectations; coordinate follow-up on performance concerns.
- Identify opportunities to consolidate vendor relationships and use portfolio purchasing volume to improve pricing and service.
Reporting, Process Improvement, and Portfolio Support
- Maintain accurate vendor, purchasing, and make ready information in company systems and tracking tools.
- Review operational data to identify opportunities to reduce vacant days, improve purchasing efficiency, control maintenance costs, and improve vendor performance.
- Conduct periodic site visits with onsite teams to review make ready quality, vendor performance, purchasing practices, and operational consistency.
- Partner with Regional Maintenance Supervisors and Operations leadership to refine make ready standards, purchasing processes, vendor expectations, and facilities workflows.
- Identify additional facilities administrative functions that can be centralized to reduce the workload of onsite maintenance teams.
- Support special facilities projects and portfolio initiatives; perform other related duties and responsibilities as assigned.
General Responsibilities
- Conduct all business in accordance with company policies and procedures, Fair Housing regulations, and all applicable federal, state, and local laws.
EDUCATION, EXPERIENCE, AND SKILLS
Desired Skills and Competencies
- Highly organized, with strong project coordination, scheduling, and follow-up skills across multiple communities and competing priorities.
- Strong purchasing, procurement, and cost management skills, including the ability to negotiate pricing and evaluate vendor and supplier options.
- Strong vendor relationship management and communication skills to coordinate effectively with onsite teams, corporate operations, vendors, and suppliers.
- Ability to identify operational bottlenecks and develop practical solutions with attention to detail, urgency, and accountability.
- Ability to analyze and interpret operational data, purchasing information, and performance metrics.
- Ability to work independently, maintain consistent communication, and adapt quickly to changing portfolio needs.
Education and Experience
- Minimum of three years of experience in facilities coordination, maintenance operations, procurement, project coordination, logistics, construction, multifamily operations, or a related field.
- Experience coordinating vendors, contractors, suppliers, or field teams preferred.
- Experience with purchasing, procurement, inventory management, or material sourcing preferred.
- Multifamily housing or property maintenance experience, including an understanding of apartment make ready standards, preferred.
- Experience managing multiple projects or workflows while meeting deadlines and service expectations.
- Experience with OneSite, RealPage, or similar property management software preferred; proficiency in Microsoft Office Suite, particularly Excel and Outlook.
- Ability to travel periodically throughout the assigned portfolio; valid driver's license and reliable transportation required.
- Ability to walk communities, inspect units, and occasionally lift up to 25 pounds.
WHAT WE OFFER
- Maintain work-life balance with a flexible hybrid schedule and a generous paid time-off policy, including up to 20 days of PTO per year. In addition to traditional PTO, you’ll receive 14 holidays including a floating holiday and your birthday. Separately, if you’ve served in the military, you’ll receive Veterans Day as a paid day off.
- Make a difference in your community with 8 hours of Volunteer Paid Time Off (PTO) each year, giving you the ability to support a cause or organization of your choice.
- Take advantage of supportive leave benefits, including up to 3 weeks of paid parental leave and 6 weeks of paid childbirth leave.
- Boost your earnings with a performance-based bonus determined by your role and achievement in individual, departmental, and company-wide Key Performance Indicators (KPIs).
- Save on living expenses with exclusive employee discounts at Birge & Held properties.
- Prioritize your well-being with a robust wellness program that supports your physical, mental, and emotional health. Enjoy up to $25 in monthly gym membership reimbursements and gain access to certified health coaches dedicated to helping you achieve your personal wellness goals when enrolled in the Wellness Health Plan.
- Access competitive dental, vision, and comprehensive medical plans to ensure you and your family receive the care you need, along with convenient online tools to help you manage your healthcare benefits with ease.
- Enjoy peace of mind today and tomorrow with a 401(k) plan that includes a competitive employer match.
- Receive automatic enrollment in the company paid basic life insurance policy with the opportunity to elect supplemental life insurance. With employment at Birge & Held you have the ability to elect additional ancillary benefit options including but not limited to, Long-Term Disability (LTD), Short-Term Disability (STD) and Critical Illness Insurance that provides extra protection against unexpected health challenges.
- Stay connected and equipped for success with a monthly phone stipend of up to $50 to help cover your mobile service costs.
- Grow your career through the support of a dedicated Talent Development team and a tuition reimbursement program. Whether you're building new skills, exploring new roles, or pursuing a degree, you'll have the resources and guidance to reach your full potential.
- Be part of an organization consistently recognized as one of the Top Workplaces in the USA, where your contributions are valued and celebrated.
Birge & Held is an Equal Opportunity Employer and we are committed to hiring a diverse and talented workforce.