Operations coordinator Jobs in Kansas City, MO

Job Description

Position Overview

The Facilities Operations Coordinator is responsible for overseeing and coordinating maintenance work orders, vendor activity, facility projects, and operational communication across all campus properties and facilities. This role serves as the central administrative and operational support position for the facilities department.

The Facilities Operations Coordinator helps ensure maintenance requests, vendor projects, campus repairs, and operational tasks are properly organized, communicated, documented, and followed through to completion. This position plays a critical role in helping maintain accountability, workflow organization, and operational efficiency throughout the facilities department.

Core Responsibilities

Work Order Coordination

• Monitor and manage maintenance work orders across all campus facilities and properties.
  
• Review incoming maintenance requests and ensure work orders are properly assigned and tracked.
  
• Follow up on open, overdue, or incomplete work orders.
  
• Maintain accurate notes, updates, and communication within the work order system.
  
• Help ensure maintenance requests are addressed in a timely and organized manner.
  

Vendor Coordination & Project Tracking

• Coordinate with vendors, contractors, and service providers regarding ongoing maintenance and facility projects.
  
• Schedule vendor access, site visits, inspections, and repair work.
  
• Track vendor progress and communicate updates to facilities leadership.
  
• Assist with monitoring project timelines, repair completion, and operational follow-up.
  
• Maintain vendor communication records and project documentation.
  

Facilities Operations Support

• Assist the Director of Facilities & Operations with daily department coordination and administrative support.
  
• Help organize maintenance schedules, project updates, inspections, and operational priorities.
  
• Maintain visibility of ongoing campus maintenance activity across all facilities.
  
• Assist with tracking deferred maintenance items and operational concerns.
  

Communication & Administrative Support

• Serve as a communication hub between maintenance staff, vendors, campus staff, and facilities leadership.
  
• Communicate maintenance updates, scheduling information, and project status information when needed.
  
• Maintain organized digital records, work order notes, vendor information, and project documentation.
  
• Assist with preparing reports, operational updates, and maintenance tracking information.
  

Accountability & Workflow Oversight

• Help maintain accountability throughout the maintenance process by ensuring tasks, repairs, and vendor work are properly followed through.
  
• Assist with identifying workflow bottlenecks, communication gaps, and operational inefficiencies.
  
• Support department organization and help maintain operational structure across all campuses.
  

Process Improvement & Performance Management

• Identify inefficiencies and implement process improvements across operations
  
• Establish and maintain performance tracking systems and key performance indicators (KPIs)
  
• Ensure accountability through consistent follow-up, reporting, and documentation
  

Qualifications

• Strong organizational, communication, and problem-solving skills.
  
• Familiarity with property management systems (e.g., AppFolio or similar platforms) preferred.
  
• Experience with maintenance coordination, work order systems, property management systems, or administrative operations preferred.
  
• Ability to manage multiple projects, vendors, and operational tasks simultaneously.
  
• Strong attention to detail and follow-through.
  
• Ability to work professionally with maintenance staff, vendors, leadership, and campus personnel.
  
• Comfortable using computers, scheduling systems, email, spreadsheets, and work order software.
  
• Ability to maintain professionalism in fast-paced operational environments.
  

Role Structure

• Reports to Director of Facilities & Operations.
  
• Works cross-functionally with Property Management, Leasing, Maintenance, and Accounting teams.
  
• Functions as an operational leadership role focused on coordination, execution, and performance.
  

Performance Metrics

• Maintaining visibility of maintenance operations across all campuses.
  
• Coordinating work order and vendor workflow.
  
• Supporting operational communication and organization.
  
• Helping maintain accountability throughout maintenance operations, and assisting the facilities department with maintaining organized and efficient operational systems.
  

Requirements

• Strong organizational, communication, and problem-solving skills.
  
• Familiarity with property management systems (e.g., AppFolio or similar platforms) preferred.
  
• Experience with maintenance coordination, work order systems, property management systems, or administrative operations preferred.
  
• Ability to manage multiple projects, vendors, and operational tasks simultaneously.
  
• Strong attention to detail and follow-through.
  
• Ability to work professionally with maintenance staff, vendors, leadership, and campus personnel.
  
• Comfortable using computers, scheduling systems, email, spreadsheets, and work order software.
  
• Ability to maintain professionalism in fast-paced operational environments.
  

MUST PASS BACKGROUND CHECK AND FINGERPRINTING WILL BE REQUIRED FOR THIS WORK LOCATION



Requirements
Strong organizational, communication, and problem-solving skills. Familiarity with property management systems (e.g., AppFolio or similar platforms) preferred. Experience with maintenance coordination, work order systems, property management systems, or administrative operations preferred. Ability to manage multiple projects, vendors, and operational tasks simultaneously. Strong attention to detail and follow-through. Ability to work professionally with maintenance staff, vendors, leadership, and campus personnel. Comfortable using computers, scheduling systems, email, spreadsheets, and work order software. Ability to maintain professionalism in fast-paced operational environments. MUST PASS BACKGROUND CHECK AND FINGERPRINTING WILL BE REQUIRED FOR THIS WORK LOCATION