Facilities Project Coordinator at Tampa Housing Authority

Tampa, Florida, United States -

Full Time

Start Date

Immediate

Expiry Date

18 Jun, 26

Salary

24.23

Posted On

20 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Contract Administration, Vendor Management, Warranty Tracking, Service Agreement Tracking, Inspection Coordination, Procurement Support, Documentation Maintenance, Database Management, Microsoft Word, Excel, Access, Outlook, Interpersonal Skills, Communication Skills, Customer Service Skills, Attention To Detail

Industry

Government Administration

Description

Job Title: Facilities Project Coordinator Department: Facilities Grade: 119 Reports To: Assistant Director of Facilities FLSA: E Job Overview: Under the direct supervision of the Facilities Assistant Director, the Facilities Project Coordinator centralizes and professionalizes the management of all recurring contracted services and critical vendor relationships within the Facilities & Maintenance department. This dedicated role will act as the single point of contact and accountability for the lifecycle of all routine service contracts, ensuring they are executed on schedule, and to specification. Abates inefficiencies, communication gaps, and compliance risks by coordinating recurring and essential services. Responsibilities and Essential Duties: 1) Contract Administration & Vendor Management: a) Serve as the primary liaison for all contracted service vendors (e.g., pest control, landscaping, and fire safety, elevator maintenance, HVAC service, janitorial for common areas, dumpster service, asphalt/paving). Ensure schedules are met, contracts are fulfilled, and properties remain compliant and presentable. b) Facilitate the department’s "Certification and Acceptance of Services Provided" for all contracted work, ensuring proper documentation before payment. 2) Warranty & Service Agreement Tracking: a) Manage the department's warranty log for appliances, roofing, HVAC systems, and other capital equipment. b) Coordinate warranty claims and service calls with manufacturers and vendors. c) Schedule and document required manufacturer-recommended maintenance to preserve warranty validity. 3) Recurring Inspection Coordination: a) Schedule and coordinate all third-party and city/county inspections on fire safety, elevators, backflow prevention, life safety. b) Track inspection certificates and ensure they are posted/available as required by code. 4) Procurement Support & Documentation: a) Assist Maintenance Supervisors in obtaining quotes for recurring services and materials. b) Maintain a library of manufacturer’s literature, O&M manuals, and as-built drawings as referenced in department procedures, ensuring they are accessible to field staff. c) Support the Data Manager by ensuring all contract-related invoices have corresponding service documentation. 5) Key Interactions: a) Maintenance Supervisors: To receive service requests, provide schedule visibility, and confirm work completion. b) Data Manager: To ensure Purchase Orders and invoices for contracted services are processed correctly. c) Maintenance Inspector: To ensure contracted services align with inspection correction requirements. d) Vendors: To serve as the primary point of contact for scheduling, scope clarification, and issue resolution. Required Qualifications: Education level • Associates degree in Computer Science, Marketing, Business Administration, Management Information Systems or closely related field. Experience • Four (4) years equivalent combination of education and training which provides the requisite knowledge, skills, and abilities. Specific skills • Proficient in database management systems, Microsoft Word, Excel, Access and Outlook and associated report creation processes. • Yardi (Facilities) experience preferred. • Good interpersonal, communication and customer service skills. Personal characteristics • Organized, Attentive to detail. Physical abilities • Must be able to remain in a stationary position 50% of the time. • Needs to occasionally move about inside the office to access file cabinets, office machinery, etc. • Clarity of vision at 20 inches or less. Ability to judge distances and spatial relationships to see objects where and as they actually are. • Constantly operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer. Licenses • Valid Florida Driver’s License. • Insurable under the agency’s insurance policy. Special Screenings • Level II Background Clearance.

Responsibilities

This role centralizes and professionalizes the management of all recurring contracted services and critical vendor relationships within the Facilities & Maintenance department, acting as the single point of contact for routine service contracts. Responsibilities include contract administration, warranty tracking, coordinating recurring inspections, and providing procurement support.