Facilities Operations Coordinator

Facilities coordination inside a third-party management firm operates differently than at a single property. You're not managing one building's maintenance team. You're the administrative backbone for floating staff who move across a portfolio, and the details you manage, from scheduling gaps to billing accuracy, ripple across multiple communities and client relationships.

What You'll Actually Do

The core of this role is workforce scheduling for floating facilities staff. That means building coverage schedules, then adjusting them constantly as absences, workload spikes, and emergencies shift the picture. You'll serve as the first call when a scheduling conflict surfaces, so your decisions have real operational weight. Beyond scheduling, you'll review and approve timesheets, coordinate with HR and Payroll when something doesn't reconcile, and prepare billing for facilities services for both internal departments and external clients. Capex project contracts also fall into your orbit: you'll support administration of those agreements and track compliance with their terms. Travel logistics for facilities staff, expense reporting, vendor communication, and documentation management round out the day-to-day.

Asset Living operates across multifamily, single-family rentals, affordable housing, build-to-rent, student housing, and active adult communities nationally, so the portfolio you're supporting isn't uniform. That variety makes the coordination work more complex and more interesting than a single-asset or single-asset-type role would be.

What You Bring

• Demonstrated experience in facilities coordination, administrative support, or workforce scheduling
• Comfort working in scheduling software and timekeeping systems, with enough fluency to catch errors before they become payroll problems
• Experience preparing invoices or tracking service charges, ideally in a property management, construction, or facilities services context
• Strong written and verbal communication, because you're the liaison between facilities crews, vendors, accounting, HR, and property leadership
• Expense management and travel coordination experience is a genuine plus here, not just filler

What the Role Builds

Strong candidates for this position already know how to prioritize under pressure. What the role develops is a broader operational picture: you'll learn how facilities costs flow through a third-party management structure, how billing accuracy affects client trust, and how workforce scheduling decisions at the coordinator level can either protect or erode NOI at the property level. That systems-level understanding is what separates coordinators who move into facilities management or regional operations roles from those who stay in administrative support indefinitely.

One honest note on the challenge here: floating staff schedules are inherently reactive. You can build a clean schedule on Monday and be rebuilding it by Wednesday. If you find that kind of problem-solving draining rather than engaging, this role will wear on you. If you find it satisfying to bring order back to a moving target, you'll thrive in it.

This position is open in both Atlanta, GA and Phoenix, AZ. Asset Living is an Accredited Management Organization (AMO) through IREM and is ranked among the NMHC top 50 management firms.