Facilities Coordinator

management operations for the Weatherford College account replacing the incumbent in this role. This hands-on on-site role serves as the operational hub of the account coordinating maintenance custodial and vendor teams while overseeing the administrative financial and compliance activities that keep the account audit-ready and client reporting on schedule. Serves as an on-site liaison for campus stakeholders.

The Coordinator partners with the Facilities Manager Accounting/Finance and Weatherford College stakeholders to manage budgets invoice coding work orders compliance records and operational reporting in support of efficient transparent account management.

Financial Reporting Budgeting & Invoice Coding

• Manage vendor invoicing in accordance with Lincoln accounting standards and the Weatherford College contract structure.
• Review invoices for accuracy against purchase orders contracts and work order documentation before routing for approval and payment; research and resolve coding discrepancies and billing disputes.
• Track monthly spend against the operating budget across maintenance custodial grounds and utilities cost categories; flag variances and support the Facilities Manager in preparing variance explanations.
• Maintain purchase order logs expense trackers and reimbursable-expense documentation to support monthly and annual account reporting.
• Assist with annual budget preparation forecasting inputs and capital/repair project cost tracking.
• Support month-end close activities including accrual estimates open PO reconciliation and supporting documentation for Lincoln Accounting/Finance.

Compliance & Recordkeeping

• Maintain organized audit-ready records of compliance certificates inspection reports safety data sheets (SDS) preventive maintenance (PPM) logs and warranty documentation.
• Support tracking of higher-education compliance obligations relevant to the account including fire/life-safety records emergency system testing logs and safety audit action items.
• Coordinate with the Facilities Manager on Texas public-institution procurement and reporting requirements applicable to vendor and contract documentation.
• Maintain contract vendor and subcontractor files including current insurance certificates licenses and scope-of-work documentation.
• Support incident reporting corrective-action tracking and follow-up documentation for safety and compliance events.

Work Order & CMMS Coordination

• Serve as the primary point of contact for incoming work order requests from Weatherford College faculty staff and administration; log assign and track requests through the CMMS/work order system.
• Monitor work order aging response times and completion rates; escalate overdue or high-priority items to the Facilities Manager.
• Maintain the asset register equipment inventory and preventive maintenance schedules within the CMMS.
• Generate CMMS-based KPI reports (work order volume completion time PPM compliance) to support account performance reviews and client reporting.

Vendor & Subcontractor Administration

• Coordinate scheduling site access and documentation for subcontractors performing maintenance mechanical life-safety and specialty trade work.
• Maintain subcontractor proposals invoices insurance certificates and closeout documentation.
• Support the RFQ/quote process for repair and small-project work compiling bids for the Facilities Managers review.

Administrative & Account Support

• Provide administrative support to the Facilities Manager/Account Manager including correspondence scheduling meeting preparation and document management.
• Lead/support campus inspections and regular site walks to ensure everything is in proper order.
• Support onboarding and administrative processing for FM staff including timekeeping support in partnership with HR during the custodial staff transition.
• Maintain digital and physical filing systems for contracts invoices compliance records and correspondence.
• Assist with special event logistics coordination (setup requests staffing needs campus calendar conflicts) alongside the Custodial Supervisor and maintenance/grounds teams.
• Support inventory tracking and purchasing coordination for facilities supplies and equipment in partnership with the Custodial Supervisor.

Other Duties

• Build relationships with Weatherford College stakeholders including Business Office Purchasing and Facilities contacts.
• Support account mobilization go-live and stabilization activities.
• Identify process improvement and innovation opportunities for reporting invoice workflows and CMMS utilization.
• Perform other duties as assigned.

Required

• Must have a minimum high school education. Associates B.A. or B.S. college degree preferred.
• 23 years of facility operations experience facilities coordination property management/administration or a similar operations-support role. Relevant education or coursework in business accounting finance or facilities management may substitute for a portion of the experience requirement.
• Demonstrated financial acumen: comfort with budgets invoice coding G/L account structures purchase orders and expense tracking.
• Strong proficiency with Microsoft Excel and Outlook; experience with accounting or ERP systems (e.g. Yardi MRI or similar) a plus.
• Experience with CMMS/work order management systems or the ability to learn new software systems quickly.
• Excellent organizational skills and attention to detail; able to manage multiple priorities and deadlines simultaneously.
• Strong written and verbal communication skills; able to interact professionally with clients vendors and Lincoln leadership.
• Self-starter who thrives in a dynamic fast-paced on-site environment and can work independently with sound judgment.
• Valid drivers license; ability to pass a background check per college and company requirements.

Preferred

• Experience in higher education K-12 healthcare or other public/institutional facilities environments.
• Experience supporting a facilities or property management contract transition/mobilization.
• Familiarity with Texas public-institution procurement practices (e.g. Texas Education Code purchasing thresholds and competitive procurement requirements).
• Working knowledge of OSHA life-safety and general facilities compliance requirements.

• Primarily office/administrative work with regular walkthroughs of academic administrative athletic and residential campus buildings.
• Ability to walk a multi-building campus daily and climb stairs as needed.
• Ability to sit at a computer workstation for extended periods to manage reporting invoicing and CMMS tasks.
• Occasional lifting up to 25 lbs (files supplies equipment).

This position is 100% in-office. The role requires working in office during standard business hours. Remote work or telecommuting is not an option for this position.

#ZIP

Why Lincoln

At LPC you will be supported by a national firm where an entrepreneurial mindset is encouraged. You will be encouraged to explore your potential through training programs mentorship exciting work fast-paced assignments and an environment of constant learning and dedication to results. Our benefits package includes medical dental and vision insurance 401(k) and paid time off.

About Lincoln Property Company

Lincoln Property Company (Lincoln) is one of the largest private real estate firms in the United States. Offering a fully integrated platform of real estate services and innovative solutions to owners investors lenders and occupiers Lincoln supports the entire real estate lifecycle across asset types including office multifamily life science retail industrial data center production studio healthcare government universities sports and entertainment and mixed-use properties throughout the United States the United Kingdom and Europe. Lincolns combined management and leasing portfolio on behalf of institutional clients includes more than 720 million square feet of commercial space. For more information visit: .

Benefits:

Lincoln Property Company offers eligible employees a comprehensive benefits package that may include:

• Medical insurance
• Dental insurance
• Vision insurance
• Company-Paid Life insurance
• Company-Paid Long Term Disability
• Accidental Death & Dismemberment (AD&D) coverage
• 401(k) retirement savings plan Traditional and Roth with applicable eligibility requirements
• Flexible Time Off (FTO) or vacation benefits depending on position classification
• Paid sick leave and other legally required leave programs
• Employee assistance and wellness programs where available
• Company-paid holidays
• Additional voluntary benefit offerings that may vary by location and position

Benefit eligibility coverage levels waiting periods and plan provisions are governed by the applicable plan documents and Company policies and may be modified from time to time at the Companys discretion.

Healthcare Benefits Notice: Eligible employees may participate in Company-sponsored medical dental and vision benefit plans. Additional details regarding available healthcare benefits will be provided during the hiring process and upon employment eligibility.

Equal Employment Opportunity- Lincoln Property Company is an Equal Opportunity Employer. Employment decisions are based on merit qualifications and business needs. Lincoln does not discriminate against applicants or employees on the basis of race color religion creed sex gender pregnancy childbirth or related medical conditions sexual orientation gender identity or expression national origin ancestry citizenship status age disability genetic information marital status military or veteran status reproductive health decision-making or any other status protected by federal state or local law. Applicants and employees may raise concerns regarding discrimination harassment accommodation or retaliation without fear of reprisal.

Compensation- Lincoln Property Company is committed to pay transparency and equitable compensation practices. The salary or hourly pay range for this position has been established based on market data job responsibilities internal equity geographic location experience education certifications and other job-related factors. Actual compensation may vary within the posted range based on these considerations. Certain positions may also be eligible for discretionary bonuses incentives commissions or other forms of compensation where applicable.

Reasonable Accommodation: Lincoln Property Company is committed to providing reasonable accommodations for qualified individuals with disabilities throughout the application interview and employment process. If you require an accommodation to participate in the job application or interview process or to perform the essential functions of a role please contact Human Resources at Requests for accommodation will be treated confidentially to the extent permitted by law.

Work Authorization/ E-Verify- Lincoln Property Company participates in E-Verify. All offers of employment are contingent upon the candidate providing valid authorization to work in the United States. Lincoln Property Company does not sponsor employment visas including H-1B for this position at this time.

Background Check- Employment offers are contingent upon the successful completion of a background investigation which may include verification of prior employment education criminal history and other checks as permitted by applicable federal state and local law. The nature and scope of background checks may vary by role and location. Certain roles may require additional screening based on duties (driving history (MVR) financial background check etc.)

Health and Safety- Lincoln Property Company is committed to maintaining a safe and healthy work environment in compliance with all applicable federal state and local occupational health and safety regulations including OSHA requirements. Certain roles may have specific health safety or physical requirements that will be communicated during the hiring process. Employees may be required to wear personal protective equipment (PPE) or comply with site-specific safety protocols depending on the nature of their assignment.

Lincoln Property Company does not accept unsolicited resumes from third-party recruiters unless they were contractually engaged by Lincoln Property Company to provide candidates for a specified opening. Any such employment agency person or entity that submits an unsolicited resume does so with the acknowledgement and agreement that Lincoln Property Company will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency person or entity. At this time we are not working with any agencies.