Facilities Coordinator - The Fillmore Center

Greystar is a leading global real estate platform specializing in property management and development. The Facilities Coordinator supports facility management and building operations by providing essential administrative and operational support to maintenance and operations teams, ensuring facilities are well-maintained and compliant.

Responsibilities

• Collaborates regularly with Operations staff to support daily facility management activities and to ensure units and common areas are clean, well maintained, and move‑in ready
• Prepares and reviews contract documents, including issuing purchase agreements, drafting change orders, assembling transmittal packages, securing approvals and signatures, and ensuring all documentation is accurately distributed and processed
• Develops reports, maintains transaction logs, and creates tracking tools to monitor invoices, expense reports, and project progress, providing timely updates to management as needed
• Processes project‑related billing by reviewing and submitting credit applications, establishing new vendors, coding invoices, and completing follow‑up to ensure timely payments
• Monitors expenses and supports adherence to fiscal guidelines and budget expectations
• Creates and distributes communication materials, schedules appointments, and serves as a point of contact for internal teams, external partners, and vendors
• Collects and verifies vendor documentation—such as insurance certificates, W‑9 forms, lien releases, and licenses—to ensure compliance with regulatory and code requirements
• Supports project execution by coordinating tasks, managing documentation, and assisting with vendor and contractor relationships to ensure timely and successful project completion
• Participates in ongoing evaluation and refinement of operational policies and procedures
• Conducts routine inspections of custodial work, building entryways, and special work order areas to ensure quality and safety standards are met

Skills

• 1 -2 years of related experience
• Proficiency in Microsoft Outlook, Excel, and Word is required
• Collaborates regularly with Operations staff to support daily facility management activities and to ensure units and common areas are clean, well maintained, and move‑in ready
• Prepares and reviews contract documents, including issuing purchase agreements, drafting change orders, assembling transmittal packages, securing approvals and signatures, and ensuring all documentation is accurately distributed and processed
• Develops reports, maintains transaction logs, and creates tracking tools to monitor invoices, expense reports, and project progress, providing timely updates to management as needed
• Processes project‑related billing by reviewing and submitting credit applications, establishing new vendors, coding invoices, and completing follow‑up to ensure timely payments
• Monitors expenses and supports adherence to fiscal guidelines and budget expectations
• Creates and distributes communication materials, schedules appointments, and serves as a point of contact for internal teams, external partners, and vendors
• Collects and verifies vendor documentation—such as insurance certificates, W‑9 forms, lien releases, and licenses—to ensure compliance with regulatory and code requirements
• Supports project execution by coordinating tasks, managing documentation, and assisting with vendor and contractor relationships to ensure timely and successful project completion
• Participates in ongoing evaluation and refinement of operational policies and procedures
• Conducts routine inspections of custodial work, building entryways, and special work order areas to ensure quality and safety standards are met
• Detail-oriented and self-motivated with the ability to work independently and as a collaborative member of a team
• Demonstrated proficiency in Internet, word processing, spreadsheet, and database management programs in order to complete required reports and documents
• Experience with OneSite, HappyCo, OPS Technology, SFHA programs, and ILM is preferred
• Bachelor's degree in Business Management, Property Management, or related field from an accredited college or university preferred
• 2-3 years of experience in housing operations, property management, or related field
• Proficiency in using property management software (preferably Yardi)
• Demonstrated experience building collaborative partnerships with operations and maintenance staff and business partners

Benefits

• Competitive Medical, Dental, Vision, and Disability & Life insurance benefits.
• Low (free basic) employee Medical costs for employee-only coverage; costs discounted after 3 and 5 years of service.
• Generous Paid Time off.
• All new hires start with 15 days of vacation, 4 personal days, 10 sick days, and 11 paid holidays.
• Plus your birthday off after 1 year of service!
• Additional vacation accrued with tenure.
• For onsite team members, onsite housing discount at Greystar-managed communities are available subject to discount and unit availability.
• 6-Week Paid Sabbatical after 10 years of service (and every 5 years thereafter).
• 401(k) with Company Match up to 6% of pay after 6 months of service.
• Paid Parental Leave and lifetime Fertility Benefit reimbursement up to $10,000 (includes adoption or surrogacy).
• Employee Assistance Program.
• Critical Illness, Accident, Hospital Indemnity, Pet Insurance and Legal Plans.
• Charitable giving program and benefits.
• Benefits offered for full-time employees.

Company Overview

Company H1B Sponsorship