Facilities Coordinator

ABOUT THE ROLE

The Facilities Coordinator supports both new center development and ongoing facility operations across IVX Health’s national footprint. This role is responsible for coordinating utilities, signage, procurement, vendor activities, and operational readiness for new center openings, while also managing maintenance, inspections, and repairs for existing locations. The Facilities Coordinator works closely with internal teams and external partners to ensure facilities are safe, compliant, consistent, and ready to support patients and staff. This position requires strong organizational skills, attention to detail, and the ability to manage multiple projects simultaneously across markets.

RESPONSIBILITIES

New Center Development & Openings

• Coordinate utility setup and reporting following new lease execution
• Lead planning and execution of clinic signage, including exterior, interior, parking, and directional signage
• Coordinate design schematics, proposals, and vendor activities for new center launches
• Support procurement and vendor relationships for furniture, artwork, equipment, inventory, and supplies
• Oversee delivery, staging, and setup of vendor-provided equipment and inventory
• Partner with local market teams to support timely and successful center openings
• Support punch list resolution and ensure consistency and quality across openings
• Analyze and recommend alternative delivery strategies to improve cost, schedule, and coordination

Facilities Management & Operations

• Coordinate repair and maintenance work with technicians, vendors, contractors, and field teams
• Track and report facility work orders to ensure timely completion within budget and quality expectations
• Support operational and capital budget planning for existing centers
• Coordinate HVAC repairs and replacements, including cost tracking and preventative maintenance support
• Partner with Facilities and Construction teams on cosmetic refreshes, remodels, rebrands, and updates
• Conduct facility inspections, including fire safety and health department compliance
• Maintain AEDs and support post-opening quality control processes
• Organize and report on facility-related surveys to support operational and clinical workflow improvements

Communication & Coordination

• Collaborate with Facilities, Construction, Field Operations, and external vendors to ensure smooth project execution
• Support vendor onboarding, setup, procurement, and relationship management
• Coordinate municipal paperwork with project managers, contractors, and internal resources
• Assist with FF&E design standards and proposals
• Communicate facility needs and project updates to field leaders and executive stakeholders
• Coordinate moves, expansions, and facility changes as needed

JOB QUALIFICATIONS

Education and Experience

• Bachelor’s degree in Construction, Facilities Management, Real Estate, Project Coordination, or a related field, or equivalent relevant experience
• Minimum of 2 years of experience in facilities coordination, project coordination, or a similar operations support role

Core Competencies

• Strong project coordination and communication skills
• Experience managing facility work orders, repairs, and maintenance activities
• Ability to build and maintain relationships with vendors, contractors, and service providers
• Knowledge of health, safety, and regulatory requirements for facility operations
• Strong problem-solving skills and attention to detail
• Ability to manage multiple priorities, timelines, and budgets
• Proficiency in Microsoft Office, Outlook, Excel, Adobe, and similar tools
• Ability to collaborate effectively across all levels of the organization