Key Responsibilities and Required Skills for Infrastructure Coordinator

🎯 Role Definition

The Infrastructure Coordinator is a hands-on operations and project-focused role responsible for coordinating, monitoring, and improving the physical and digital infrastructure that keeps business locations and core services running safely and reliably. This position acts as the primary liaison between internal stakeholders, external vendors and contractors, and cross-functional teams (IT, Facilities, Security, Finance, and Asset Management) to deliver projects on time, manage maintenance programs, ensure regulatory compliance, and continuously optimize uptime and cost-efficiency. Ideal candidates combine technical knowledge of mechanical, electrical and IT systems with strong project coordination, vendor management, and communication skills.

📈 Career Progression

Typical Career Path

Entry Point From:

Facilities Technician / Facilities Assistant
IT Support Technician or Network Operations Technician
Project Coordinator (construction or operations)

Advancement To:

Senior Infrastructure Coordinator / Facilities Manager
Infrastructure Project Manager
Site Operations Manager / Regional Facilities Manager

Lateral Moves:

Vendor/Contract Manager
Health, Safety & Environment (HSE) Coordinator
IT Infrastructure Analyst

Core Responsibilities

Primary Functions

Coordinate and manage end-to-end infrastructure projects including office fit-outs, data center upgrades, network cabling runs, electrical and HVAC upgrades, and minor construction tasks, ensuring projects meet scope, budget, quality, and schedule requirements.
Serve as the central point of coordination for all vendor and contractor activities, including procurement, onboarding, issuing purchase orders, validating insurance and safety documentation, monitoring work progress, and conducting post-work acceptance inspections.
Maintain the preventive and corrective maintenance program by scheduling routine inspections, coordinating technicians, tracking work orders in the CMMS/CAFM (e.g., ServiceNow, FM:Systems), and ensuring SLAs are met to minimize downtime and extend asset life.
Develop, maintain, and regularly update detailed infrastructure documentation and runbooks: site diagrams, floor plans, wiring schematics, equipment lists, maintenance logs, and contact directories to enable rapid incident response and knowledge transfer.
Monitor facilities and infrastructure budgets (CAPEX and OPEX), prepare cost estimates, track spend against forecasts, escalate variances, and support procurement and approval processes for repairs and capital projects.
Lead incident response coordination for infrastructure outages (power, HVAC failure, water ingress, critical network interruptions), mobilize vendors and internal teams, document root cause analysis, and drive corrective action plans to reduce recurrence.
Coordinate capacity planning and lifecycle management for critical systems (UPS, generators, cooling, racks, power distribution, network ports) by forecasting growth, evaluating replacement needs, and proposing timely upgrades.
Work closely with IT teams to support physical IT infrastructure needs including rack elevations, structured cabling, fiber management, patching, labeling, and coordinating access to server rooms and telecom closets.
Ensure site compliance with local building codes, fire, safety and environmental regulations (NFPA, OSHA where applicable), manage permits, schedule inspections, and close out compliance actions with appropriate documentation.
Manage access control, security system coordination, and visitor/contractor access procedures to ensure secure entry, proper background checks for contractors, and adherence to site safety rules.
Coordinate space planning activities, including moves, adds, and changes (MAC), furniture procurement, and workstation setup to support business growth and reconfigurations while optimizing space utilization.
Oversee inventory and asset management for infrastructure equipment (spare parts, tools, power equipment), reconcile inventory records, and implement replenishment processes to reduce mean time to repair (MTTR).
Create and maintain SLAs, KPIs and performance reporting for infrastructure teams and vendors, producing regular operational dashboards and post-project reviews to inform continuous improvement.
Plan and coordinate scheduled shutdowns and maintenance windows, communicating impacts to stakeholders, preparing rollback and contingency plans, and validating post-maintenance service restoration.
Conduct regular site inspections and preventive risk assessments to identify hazards, deferred maintenance items, and opportunities for energy efficiency or resiliency improvements, then coordinate remediation plans.
Facilitate cross-functional change control reviews for infrastructure changes, document approvals, schedule windows, and confirm rollback plans to minimize business disruption.
Support disaster recovery and business continuity efforts by coordinating backup power testing, emergency generator maintenance, and participating in tabletop and full-scale recovery exercises.
Coordinate environmental controls monitoring (temperature, humidity, air quality) in critical spaces and escalate deviations promptly while working with vendors to adjust settings and repair equipment.
Participate in vendor selection and bid evaluations, preparing scopes of work, evaluating technical proposals, negotiating commercial terms, and recommending preferred suppliers aligned to company standards and budgets.
Maintain and improve health, safety and environmental (HSE) practices on site by delivering contractor safety briefings, ensuring PPE compliance, and enforcing site-specific safety rules.
Track and manage project documentation, change orders, warranties, and vendor SLAs; ensure accurate handover packages and training sessions for operations staff at project closeout.
Coordinate utility and communications provisioning with third-party providers (power, water, telecom carriers) including outage notifications, new service orders, and liaising during escalations.
Drive small-to-medium infrastructure improvement programs for energy efficiency, sustainability, and cost reduction initiatives, including tracking ROI and coordinating implementation.
Act as the on-call infrastructure contact on a rotating basis for off-hours incidents, triaging issues, dispatching resources, and providing timely updates to stakeholders until resolution.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis.
Contribute to the organization's data strategy and roadmap.
Collaborate with business units to translate data needs into engineering requirements.
Participate in sprint planning and agile ceremonies within the data engineering team.
Prepare and deliver regular status reports and stakeholder communications summarizing project timelines, risk registers, and remediation actions.
Assist with internal audits related to infrastructure, producing evidence, corrective action plans, and timeline tracking until closure.
Support onboarding and knowledge transfer for new facilities or infrastructure personnel, including site tours, documentation handover, and training on emergency procedures.
Help evaluate and pilot new facilities management tools and IoT monitoring solutions to improve predictive maintenance and reduce reactive work.
Coordinate sustainability reporting elements related to infrastructure such as energy consumption metrics, waste management, and equipment efficiency.

Required Skills & Competencies

Hard Skills (Technical)

Project coordination and scheduling (experience with MS Project, Smartsheet, or equivalent planning tools).
Facilities management and preventive maintenance program administration (CMMS/CAFM experience, e.g., ServiceNow, IBM Maximo, FM:Systems).
Vendor and contractor management, including procurement, SOW development, contract compliance and performance monitoring.
Understanding of mechanical, electrical, and HVAC systems, including basic troubleshooting and maintenance best practices.
Knowledge of data center/site infrastructure fundamentals: UPS, generators, PDU, rack elevations, cooling systems, and structured cabling standards.
Health & safety and regulatory compliance knowledge (local building codes, NFPA, OSHA basics), permit coordination and safety documentation.
Budgeting and cost control for CAPEX/OPEX, basic financial tracking and variance reporting.
Networking and telecom basics (cabling standards, fiber management, patching) and coordination with IT teams.
Change management and incident management processes, including post-incident root-cause analysis and corrective action tracking.
Experience with asset management and inventory control systems, including barcode/RFID tracking.
Proficiency with Microsoft Office suite (advanced Excel for reporting and data analysis) and experience creating operational dashboards.
Familiarity with sustainability and energy-efficiency measures relevant to building systems and site operations.

Soft Skills

Clear, concise stakeholder communication: able to translate technical issues for non-technical audiences.
Strong organizational skills with the ability to prioritize competing tasks in a fast-paced environment.
Problem-solving mindset with attention to detail and follow-through on action items.
Effective negotiation and relationship-building skills for managing vendors and internal partners.
Proactive, service-oriented attitude and customer focus to support site users and business units.
Ability to work independently and as part of a cross-functional team with shifting priorities.
Resilience under pressure and ability to manage escalations during outages or emergencies.
Continuous improvement and analytical thinking to drive operational efficiencies.
Time management and multi-tasking capability across concurrent projects.
Strong documentation and knowledge-transfer skills to ensure continuity across teams.

Education & Experience

Educational Background

Minimum Education:

Associate degree or equivalent experience in Facilities Management, Building Systems, Construction Technology, Information Technology, Business Administration, or a related technical field.

Preferred Education:

Bachelor's degree in Facilities Management, Mechanical or Electrical Engineering, Construction Management, Information Technology, or Operations Management.
Professional certifications such as PMP, CAPM, ITIL Foundation, OSHA 30, NFPA-related qualifications, or Facility Management certifications (FMP, CFM) are advantageous.

Relevant Fields of Study:

Facilities Management
Mechanical or Electrical Engineering
Construction Management
Information Technology / Network Engineering
Business Administration or Operations Management

Experience Requirements

Typical Experience Range: 2–5 years coordinating infrastructure, facilities, or IT site operations in corporate, industrial, or data center environments.

Preferred: 3–7 years with demonstrable experience delivering capital projects, managing vendors and maintenance programs, coordinating cross-functional teams, and supporting compliance and safety initiatives.