Facilities Coordinator – Job Description

Location: Southern California (with required travel to Las Vegas, NV and Phoenix, AZ)

Summary

The Facilities Coordinator supports the operational needs of a multi-site clinical research organization by managing daily facility functions, coordinating maintenance and repairs, and assisting in site expansion or renovation projects. This role is based in Southern California and requires regular travel to affiliated clinical research sites in Las Vegas, Nevada, and Phoenix, Arizona. The ideal candidate is organized, proactive, and detail-oriented, with strong communication and project coordination skills, particularly within regulated clinical or healthcare environments.

Essential Duties and Responsibilities

• Coordinate facility operations for multiple clinical research sites, including maintenance, safety, and compliance activities.
• Support facility expansion, relocation, and renovation projects in coordination with management, vendors, and contractors.
• Manage vendor relationships, ensuring timely completion of service requests, preventive maintenance, and repairs.
• Maintain facility documentation, service logs, lease agreements, and regulatory compliance records.
• Assist in space planning and site readiness for new studies and equipment installations.
• Ensure all facilities meet health, safety, and regulatory requirements, including OSHA and local fire/life/safety codes.
• Process and track facility-related invoices, purchase orders, and budget expenditures.
• Coordinate office and lab supply inventory and replenishment.
• Collaborate with IT and clinical operations to ensure research sites are operationally ready.
• Provide onsite and remote support for environmental monitoring systems and utility services.
• Travel regularly to out-of-state clinical research sites (approximately 30–40% travel).
• Perform other duties as assigned to support the safe, compliant, and efficient operation of all facilities.

Qualifications

Education and Experience:

• Associate degree or equivalent work experience required; Bachelor’s degree in Facilities Management, Construction Management, or related field preferred.
• 3+ years of experience in facilities coordination, preferably within clinical research, healthcare, or life sciences.
• Experience managing multi-site operations and vendor relationships.
• Strong organizational, communication, and problem-solving skills.
• Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and project management software (e.g., Asana, Wrike, or MS Project).
• Knowledge of basic budgeting, purchasing, and lease administration principles.
• Understanding of environmental health and safety (EHS) standards and California workplace regulations.
• Ability to work independently and manage multiple priorities in a fast-paced environment.

Certificates, Licenses, and Registrations

• Valid driver’s license and reliable transportation required.

• Certified Facility Manager (CFM) or related credential preferred.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, stand, walk, bend, and lift items up to 35 pounds. Must be able to travel by air or car to other facilities as needed. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions, consistent with the Americans with Disabilities Act (ADA) and California FEHA.

Work Environment

Work is performed primarily in an office and clinical research environment with occasional exposure to laboratory or construction settings. The noise level is typically moderate.