Facilities & CapEx Coordinator

Job Type
Full-time

Description

Facilities & CapEx Coordinator

Location: Alcoa, Tennessee
Department: Facilities & Equipment Maintenance
Reports To: Senior Director of Facilities & Equipment Maintenance
Position Type: Full-Time

Position Summary

The Facilities & CapEx Coordinator plays a key role in keeping facility projects, capital expenditures, equipment orders, vendors, purchasing, financial processes, and department systems organized and moving forward across a multi-site car wash organization.

This position serves as the administrative and financial coordination hub for the Facilities & Equipment Maintenance team. The Coordinator works closely with Facilities leadership, the Facilities Project Manager, Operations, Finance/Accounting, and outside vendors to ensure projects are properly established, equipment orders are tracked, vendors are ready to work, purchase orders are in place, invoices are processed accurately, budgets remain current, and outstanding items are followed through to completion.

This role also supports administration of the systems used by the Facilities and Maintenance teams, including onboarding and offboarding team members and maintaining appropriate system access.

This is not simply a data-entry or administrative position. We are looking for someone who takes ownership, identifies gaps, follows up without being asked, and creates structure in a fast-moving environment with many projects happening simultaneously.

Key Responsibilities

CapEx & Budget Coordination

- Maintain accurate and current tracking of Facilities and CapEx budgets across projects and locations.
- Track approved budgets, purchase orders, committed costs, invoices, actual spend, pending costs, and project forecasts.
- Assist leadership with regular budget-versus-actual reporting and identify potential variances or discrepancies.
- Maintain project-level financial records and ensure changes are reflected accurately in budget tracking.
- Coordinate with Facilities leadership, Finance, Accounting, and project owners to reconcile project costs.
- Help prepare recurring CapEx and Facilities spending reports for leadership.
- Identify missing information, unusual charges, unapproved costs, or projects trending outside their approved budgets and escalate them appropriately.

Purchasing, Equipment Orders, Invoices & Payments

- Coordinate purchase requisitions and purchase orders for Facilities, Maintenance, and CapEx projects.
- Track major equipment and material orders from initial request through PO issuance, vendor confirmation, shipment, delivery, and receipt.
- Maintain visibility into equipment lead times and expected delivery dates.
- Proactively follow up with vendors regarding delayed orders, backorders, shipment status, and missing equipment.
- Coordinate equipment delivery information with project owners, maintenance teams, and Operations as needed.
- Verify that appropriate quotes, approvals, scopes, and supporting documentation are attached before purchases move forward.
- Track invoices through approval and payment and proactively resolve stalled or missing payments.
- Match invoices against approved POs, project budgets, equipment orders, and completed work.
- Maintain visibility into outstanding commitments and unpaid invoices.
- Work with Accounting and vendors to resolve invoice discrepancies, payment questions, credits, and other issues.

Vendor Management & Onboarding

- Coordinate onboarding of new contractors and vendors.
- Collect and maintain required vendor documentation, including W-9s, certificates of insurance, agreements, and other required documentation.
- Ensure vendors are properly established in company systems before work begins.
- Maintain organized vendor records and contact information.
- Serve as a primary administrative contact for vendors regarding onboarding, POs, invoices, payments, and documentation.
- Follow up proactively with vendors and internal stakeholders when required information is missing.

Facilities & Maintenance Systems Administration

- Coordinate onboarding and offboarding of Facilities and Maintenance team members within department systems.
- Set up, update, and remove user access as employees join the team, change roles, transfer locations, or leave the organization.
- Maintain accurate user, role, location, and access information within applicable systems.
- Coordinate with IT, HR, Operations, and other departments when system access requires additional support or approval.
- Help maintain department systems, user lists, distribution groups, shared resources, and related administrative records.
- Support adoption and consistent use of department platforms such as MaintainX, Asana, purchasing systems, and other Facilities and Maintenance tools.
- Identify outdated accounts, incorrect permissions, or other administrative issues and coordinate their resolution.

Project Coordination & Documentation

- Support the Facilities Project Manager and equipment project owners with project administration and coordination.
- Establish and maintain project records in company systems.
- Maintain accurate project status, budget, documentation, and milestone information.
- Assist with contractor scheduling and coordination as needed.
- Track open action items and follow up with responsible parties until completion.
- Maintain project documentation including proposals, contracts, photos, permits, warranties, invoices, closeout documents, and other records.
- Help ensure completed projects are properly closed out financially and administratively.
- Maintain accurate information across systems such as Asana, MaintainX, purchasing/ERP platforms, and shared project trackers.

Reporting & Follow-Through

- Prepare recurring Facilities and CapEx status reports for leadership.
- Maintain visibility into open projects, equipment orders, outstanding POs, unpaid invoices, budget variances, vendor issues, and overdue action items.
- Proactively identify items that are stalled or at risk and bring them to the appropriate owner.
- Follow up across multiple departments and vendors to ensure commitments are completed.
- Help improve and document repeatable Facilities and CapEx processes.
- Develop simple dashboards, trackers, and reporting tools that make project and financial status easy to understand.

How This Role Fits Within the Team

Facilities Project Manager — Owns execution of facility and property improvement projects, including scope, contractors, schedules, permitting, construction, and project completion.

Equipment/CapEx Lead — Owns conveyor and major car wash equipment installation projects while providing technical car wash expertise and supporting CapEx and budget validation.

Facilities & CapEx Coordinator — Owns the administrative and financial systems supporting both areas, including equipment-order tracking, vendor setup, purchasing, invoices, budget tracking, documentation, system administration, reporting, and follow-through.

Senior Director of Facilities & Equipment Maintenance — Provides department strategy, priorities, standards, approvals, and overall portfolio leadership.

The Coordinator is expected to become a reliable single source of truth for the administrative and financial status of Facilities and CapEx activities.

Qualifications

Required

- 2+ years of experience in project coordination, construction administration, facilities coordination, purchasing/procurement, accounting/AP, or a related role.
- Strong organizational skills with the ability to manage many simultaneous projects and priorities.
- Comfortable working with budgets, invoices, purchase orders, and financial data.
- Strong Microsoft Excel skills.
- Strong written and verbal communication skills.
- Demonstrated ability to follow through and close open items without continuous supervision.
- Comfortable communicating with contractors, vendors, operations leaders, accounting teams, and senior leadership.
- Ability to learn, administer, and work effectively across multiple software systems.

Preferred

- Experience supporting construction, facilities, capital projects, or multi-site operations.
- Experience with CapEx budgeting or project cost tracking.
- Experience tracking equipment, materials, purchasing, or supply orders.
- Experience with purchasing or ERP systems.
- Experience with project-management or CMMS platforms such as Asana or MaintainX.
- Experience with contractor/vendor onboarding and insurance documentation.
- Experience administering user access or onboarding/offboarding employees within business systems.
- Experience working within a geographically distributed or multi-location organization.

What Success Looks Like

A successful Facilities & CapEx Coordinator creates visibility and control.

At any point, the Facilities team should be able to quickly understand:

- What has been approved.
- What has been ordered.
- When equipment is expected to arrive.
- What has been committed.
- What has been spent.
- What remains outstanding.
- Where each project is forecast to finish.
- Which invoices or payments require attention.
- Which vendors or projects are waiting on documentation.
- Which projects are at risk of exceeding budget.
- Who owns the next action and when it is due.
- Whether the right people have access to the right department systems.

The right person will reduce administrative burden on Facilities leadership and project owners by making sure important details do not get lost and open items do not stall.

Ideal Candidate

The ideal candidate is highly organized, financially comfortable, persistent, systems-minded, and naturally inclined to create order.

They do not simply process requests as they arrive. They notice when something is missing, ask questions when numbers do not make sense, follow up when someone has not responded, and continue pushing an issue until it is resolved.

They enjoy being the person who knows where things stand and can bring clarity to a large number of moving pieces.

Compensation

Target range: $26–$32 per hour , depending on experience and qualifications.

Full benefits and other compensation programs are provided in accordance with company policies.

Salary Description
$26-32/hr

Notice of AI Use in Job Application Review

As part of our commitment in creating a fair, efficient, and consistent hiring process we may use artificial intelligence (AI) to help our recruiting teams organize, summarize, and analyze information provided by candidates, including resumes, application responses, and other materials submitted during the application process.AI may be used to identify patterns, highlight relevant skills, and experience, and assist in comparing a candidate’s qualifications with the requirement of a specific role. These tools are to improve efficiency and consistency while supporting more informed hiring decisions, which will ultimately be made by the hiring team.