Key Responsibilities and Required Skills for Building Operations Coordinator

🎯 Role Definition

The Building Operations Coordinator is a hands-on facilities professional responsible for the day-to-day operational reliability, safety, and tenant satisfaction of one or multiple commercial buildings. This role coordinates maintenance and repair workflows, manages vendor and contractor relationships, oversees preventive maintenance programs and building systems (HVAC, electrical, plumbing, life-safety), enforces compliance with codes and lease obligations, and supports budgeting and capital planning. The ideal candidate combines technical aptitude (with building systems and CMMS) and strong stakeholder communication to keep facilities safe, efficient, and cost-effective.

📈 Career Progression

Typical Career Path

Entry Point From:

Facilities Technician / Maintenance Technician
Building Engineer / HVAC Technician
Property Coordinator / Administrative Facilities Support

Advancement To:

Building Operations Manager / Facilities Manager
Senior Facilities Engineer / Regional Facilities Supervisor
Director of Facilities or Head of Real Estate Operations

Lateral Moves:

Property Manager
Sustainability / Energy Manager
Health, Safety & Environmental (HSE) Coordinator

Core Responsibilities

Primary Functions

Coordinate and manage daily building operations to ensure facility systems (HVAC, plumbing, electrical, elevators, fire/life safety, access control) are fully functional, safe, and compliant with codes and lease requirements.
Maintain and optimize the preventive maintenance program using a CMMS (Computerized Maintenance Management System); create, assign, and close work orders while tracking KPIs like response time, completion rate, and MTTR.
Respond to and triage tenant service requests and incidents, provide timely updates, and escalate complex issues to engineering or external contractors to preserve tenant satisfaction and minimize downtime.
Oversee vendor and contractor selection, scheduling, scope-of-work review, procurement, and on-site performance to ensure quality, timeliness, and contractual compliance.
Conduct regular building inspections (interior and exterior), documenting deficiencies, generating corrective action plans, and following through until issues are resolved.
Monitor building system performance and energy usage; implement basic troubleshooting for HVAC, controls, and mechanical equipment and coordinate specialized diagnostics with engineering partners as needed.
Support emergency preparedness and business continuity plans: respond to building emergencies (power outages, water leaks, HVAC failures, fire alarms), coordinate emergency vendors, and execute post-incident reporting.
Administer security and access-control programs (badging, key control, visitor procedures) and coordinate with security personnel for incident response and daily patrols.
Manage small capital projects and tenant improvement work: obtain quotes, coordinate permitting and scheduling, oversee contractors, and ensure projects finish on budget and on schedule.
Track and reconcile operating expenses (OPEX) and maintenance spend against budgets; prepare purchase orders and approvals and recommend cost-saving measures.
Assist with annual capital planning and budget forecasting by reporting asset condition, prioritizing deferred maintenance, and preparing CAPEX requests with estimated costs and ROI.
Ensure compliance with federal, state and local codes, ADA requirements, fire and life-safety regulations, and building standards by coordinating inspections, permits, and corrective actions.
Oversee janitorial and housekeeping services, monitor cleaning quality, and manage service-level agreements and scope of work for common areas and restrooms.
Maintain up-to-date building documentation: equipment inventories, O&M manuals, warranties, as-built drawings, and vendor contact lists for easy reference during repairs and audits.
Coordinate specialty services (pest control, landscaping, window cleaning, elevator maintenance) to maintain building appearance and occupant health/safety.
Conduct root-cause analysis for recurring failures, recommend and implement reliability improvements, and maintain logs to reduce repeat incidents.
Manage lease-required maintenance and reporting obligations (e.g., life-safety testing, HVAC filters, backflow, elevator inspections) and provide records for tenant audits.
Facilitate tenant move-ins/move-outs and space reconfigurations by coordinating trades, scheduling elevators/parking, issuing permits, and ensuring punch-list completion.
Implement sustainability and energy-efficiency initiatives (lighting retrofits, controls optimization, HVAC scheduling) and support measurement & verification efforts.
Prepare and present regular operations reports for property management and ownership, including maintenance metrics, CAPEX status, compliance summaries, and vendor performance reviews.
Serve as the on-site point of contact for cross-functional teams (leasing, accounting, security, engineering) to coordinate occupancy changes, special events, and after-hours access.
Maintain a culture of safety by leading or participating in toolbox talks, enforcing PPE requirements, tracking incidents, and following up on preventative actions.

Secondary Functions

Support projects and special studies including condition assessments, life-cycle cost analyses, and space utilization reviews.
Assist with procurement and vendor contract negotiations to drive service quality improvements and cost efficiencies.
Maintain and update asset tagging and CMMS data to improve data accuracy for predictive maintenance and procurement planning.
Develop and update standard operating procedures (SOPs), emergency response playbooks, and tenant communication templates.
Support audit requests and regulatory inspections by compiling required records and coordinating on-site access.
Pilot process improvement initiatives such as digitizing reports, automating recurring work orders, and implementing remote monitoring tools.
Coordinate seasonal building readiness activities (winterization, chiller startups/shutdowns, roof inspections).
Provide training and mentorship to junior maintenance staff and temporary contractors on building protocols and safety practices.

Required Skills & Competencies

Hard Skills (Technical)

CMMS proficiency (e.g., FMX, Maintenance Connection, Hippo, IBM Maximo, UpKeep): creating/closing work orders, preventive maintenance scheduling, and reporting.
Strong working knowledge of HVAC systems, controls (DDC/BAS), boilers, chillers, rooftop units, VAV systems, and basic troubleshooting procedures.
Familiarity with electrical distribution systems, panel identification, breaker coordination, and safe isolation procedures.
Knowledge of plumbing systems, piping, pumps, backflow prevention, and fixture maintenance.
Understanding of fire & life-safety systems: fire alarms, sprinklers, suppression systems, emergency lighting, and monthly/annual testing requirements.
Experience managing vendor contracts, scopes of work, service-level agreements (SLAs), and contractor performance metrics.
Budgeting and procurement skills for OPEX and CAPEX items, including purchase orders, invoice approvals, and cost tracking.
Experience with building automation systems (BAS), meters, energy-management platforms, and basic data analysis for energy optimization.
Competence with safety regulations and OSHA standards; ability to run or participate in incident investigations and corrective action planning.
Permit and regulatory compliance experience: local building codes, ADA, environmental permits, and inspection coordination.
Proficiency with Microsoft Office (Excel for reporting and budgeting), basic data visualization, and document management systems.
Familiarity with lease administration basics and tenant work-letter processes for move-ins or tenant improvements.

Soft Skills

Excellent verbal and written communication skills for tenant interactions, vendor management, and cross-team coordination.
Strong customer-service orientation with the ability to prioritize tenant satisfaction while managing technical constraints.
Problem-solving mindset and ability to perform root-cause analysis and implement durable solutions.
Time management and organizational skills to manage multiple concurrent issues and maintenance schedules.
Assertiveness and negotiation skills to manage vendors and resolve conflicts quickly and professionally.
Attention to detail for compliance documentation, inspection checklists, and preventive maintenance accuracy.
Adaptability and composure under pressure during emergency events or critical system failures.
Collaborative team player who can work across departments (leasing, accounting, security, engineering) to achieve property goals.

Education & Experience

Educational Background

Minimum Education:

High school diploma or GED required; vocational training or trade certification preferred.

Preferred Education:

Associate's or Bachelor's degree in Facilities Management, Mechanical/Electrical Engineering, Construction Management, Property Management, or related field.

Relevant Fields of Study:

Facilities Management / Building Systems
Mechanical or Electrical Engineering Technology
Construction Management / Architecture
Business Administration / Real Estate
Environmental Science / Sustainability

Experience Requirements

Typical Experience Range: 2–6 years of facilities, building operations, or maintenance experience in commercial, multi-tenant, or institutional properties.

Preferred:

3+ years coordinating building operations with direct exposure to HVAC, BAS, CMMS, and vendor management.
Experience in multi-tenant commercial office buildings or mixed-use properties, including tenant relations and move coordination.
Demonstrated record of managing small capital or tenant improvement projects, emergency response, and safety/compliance programs.
Certifications a plus: OSHA 10/30, EPA 608, HVAC certification, Facilities Management Professional (FMP), or CFM-related coursework.