5 free templates by setting and seniority: standard, small-business office hybrid, maintenance-focused, multi-site, and entry-level, with the FLSA non-exempt classification and salary guidance the generic templates skip. Download as DOCX.
A facilities coordinator keeps a workplace running: coordinating building maintenance, managing vendors, tracking work orders, and supporting a safe, well-kept environment. It is a coordination role that executes the work rather than setting policy, and how it fits your company depends a lot on size. At a larger or multi-site business it is a standalone hire; at a small business it is usually folded into an office manager or office coordinator.
These five templates cover the role across settings: standard corporate, a small-business office and facilities hybrid, maintenance-focused, property and multi-site, and entry-level. Each is ready to use, with the FLSA non-exempt classification and salary guidance the generic templates leave out. For the fundamentals behind any posting, the guide to writing a job description is a useful companion.
TL;DR
A facilities coordinator coordinates building maintenance, vendors, and work orders. The role executes rather than manages, which makes it typically non-exempt and overtime-eligible, unlike a facilities manager. Base pay generally runs about $50,000 to $58,000, well below the manager level. At 5 to 50 employees, the duties are usually handled by an office manager rather than a standalone hire. Download five templates as DOCX, by setting and seniority, with the FLSA and salary guidance built in.
What a Facilities Coordinator Does
A facilities coordinator coordinates the maintenance, vendors, and services that keep a building and workplace running. The work is hands-on coordination: scheduling repairs, tracking work orders, overseeing contractors, maintaining records, and supporting safety, usually reporting to a facilities manager or operations lead.
The key thing to understand is that a coordinator executes rather than manages. They follow established processes and coordinate the work, while a facilities manager sets policy, owns the budget, and supervises staff. That distinction shapes the pay, the classification, and the kind of person you should hire, and it is why naming the right version of the role matters before you write the posting.
Facilities Coordinator Duties and Responsibilities
Facilities coordinator duties cluster into four areas: maintenance and work orders, vendors and services, workplace and logistics, and records and safety. A strong job description picks the specific responsibilities from each area that match your setting, rather than listing every possible task.
Maintenance and work orders
Coordinate building maintenance and repairs
Track and follow up on work orders
Schedule preventive maintenance
Vendors and services
Schedule and oversee vendors and contractors
Manage service contracts and invoices
Order supplies and manage inventory
Workplace and logistics
Manage access, badges, and space
Coordinate moves, setups, and office needs
Respond to facilities requests from staff
Records and safety
Maintain facilities records and logs
Support health, safety, and security
Help with compliance documentation
For a maintenance-focused role the duties center on the work-order system and building systems; for a small business, they expand to office and onboarding logistics. For a structured way to scope the role, the guide to defining job responsibilities walks through the process.
Coordinator vs Manager vs Office Manager
Getting the title right keeps your posting accurate and your classification defensible. A coordinator executes, a manager manages, and at a small business an office manager often does both. The differences drive supervision, judgment, pay, and FLSA status.
Primary work
Coordinator: Executes: schedules vendors, tracks work orders, coordinates service
Manager: Manages: sets facilities policy, owns the budget, plans strategy
Supervision
Coordinator: Usually supervises no one
Manager: Directs staff and vendors; often hire and fire authority
Judgment
Coordinator: Procedural; follows established processes
Manager: Independent judgment on matters of significance
Manager: Often exempt (executive or administrative)
Company size
Coordinator: Common at larger or multi-site companies
Manager: Oversees coordinators across buildings
If your need is mostly administrative and people-operations support with some facilities work, an office manager or office coordinator framing fits better. If it is mainly building and maintenance coordination, the facilities coordinator framing here is right. At a small business, expect one person to do both, which is what the small-business template is built for.
Which Template Should You Use?
Pick the template by setting and seniority. The core structure is the same across all five, but each one emphasizes the duties, scope, and framing that fit a specific kind of facilities coordinator role. Use this guide to choose the closest fit, then adjust.
Standard Facilities Coordinator
Single corporate site
The universal, all-purpose version: coordinate maintenance and vendors, track work orders, and support a safe workplace. Start here.
Office / Facilities (Small Business)
5 to 50, no facilities dept
The hybrid SMB version: part office coordinator, part facilities, plus new-hire setup logistics. The right fit when one person wears both hats.
Maintenance-Focused
Building systems, work orders
For a maintenance-leaning role: work-order system, preventive maintenance, and oversight of HVAC, electrical, and plumbing vendors.
Property / Multi-Site
Multiple buildings
For coverage across several sites or properties: per-location vendors, budgets, walkthroughs, and serving as the local contact.
Entry-Level
First operations job
For an entry-level hire: logging work orders, scheduling vendors, and learning facilities workflows with training and mentorship.
Match the Template to the Setting
Single corporate office: Standard. A 5-to-50-person business where one person covers office and facilities: Office / Facilities (Small Business). Building systems and work orders: Maintenance-Focused. Several buildings or properties: Property / Multi-Site. A first operations hire: Entry-Level. When in doubt at a small company, the Office / Facilities hybrid is usually the right fit.
Download all five as a single Word document or copy individual templates. Each follows the same structure: company and job summary, key responsibilities, qualifications, compensation with the non-exempt classification, and how to apply, with an EEO statement. Fill in the brackets and post.
Download All 5 Job Description Templates
Standard, small-business office hybrid, maintenance-focused, multi-site, and entry-level. All in one DOCX.
Template 1: Standard Facilities Coordinator
The universal, all-purpose version: coordinate maintenance and vendors, track work orders, and support a safe workplace at a single corporate site.
The hybrid version for a 5-to-50-person business: part office coordinator, part facilities, plus new-hire setup logistics. The right fit when one person wears both hats.
[Company Name] is hiring an entry-level Facilities Coordinator to support our
facilities and office operations. This is a great first step for someone organized
and reliable who wants to grow in operations or facilities. You will learn our
systems, support the facilities team, and take on increasing responsibility with
training and mentorship.
KEY RESPONSIBILITIES
•Log and track maintenance requests and work orders
•Help schedule vendors and follow up on service
•Keep facilities records, logs, and supplies organized
•Support office setups, moves, and access requests
•Assist with safety and security procedures
•Respond to routine facilities questions from staff
•Learn building systems and facilities workflows
WHAT YOU WILL LEARN
•How facilities, vendors, and work orders are coordinated
•Safety, compliance, and building-systems basics
•A foundation for a facilities or operations career
REQUIRED QUALIFICATIONS
•High school diploma or equivalent; no experience required
•Organized, reliable, and eager to learn
•Good communication and follow-through
•Basic computer and recordkeeping skills
•Able to move about the site and occasionally lift [25] lbs
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per year
Overtime: time and one-half for hours over 40 in a workweek (non-exempt)
To apply, send your resume to __ by _.
[Company Name] is an equal opportunity employer.
FLSA: Exempt or Non-Exempt?
This is the part the generic templates skip, and it is the part small employers get wrong most often. The short answer: a typical facilities coordinator is non-exempt and overtime-eligible. Here is why, and the one caveat that can change it.
The Typical Coordinator Is Non-Exempt
A facilities coordinator usually fails both white-collar exemption tests: no supervision means it fails the executive exemption, and procedural work (executing work orders, scheduling vendors) is not the independent judgment on matters of significance the administrative exemption requires. The result is a non-exempt, overtime-eligible role. Classification is duties-driven, not title-driven.
The caveat: classification depends on actual duties, not the title. A coordinator with genuine discretion over significant matters could qualify as exempt, and a true facilities manager who sets policy and supervises staff usually does. But do not assume the coordinator title means salaried-exempt; that assumption is the costly mistake. The exempt versus non-exempt guide and the Fair Labor Standards Act overview explain the tests in detail.
Skills and Requirements
Facilities coordinator roles start from organization, reliability, and communication, with experience and education scaled to the setting and seniority. Match the requirements to the specific version of the role.
Requirement
What to look for
Education
High school diploma or equivalent; associate degree a plus
Experience
1 to 3 years in facilities, admin, or operations support
Core skills
Vendor coordination, work-order tracking, scheduling, records
Setting-specific
Building systems (maintenance); budgeting and travel (multi-site)
Soft skills
Responsiveness, follow-through, and a service mindset
Classification
Non-exempt, hourly; overtime over 40 hours a week
Keep the posting neutral and inclusive, since the EEOC prohibits job advertisements that show a preference based on a protected characteristic, and the SHRM guide covers the standard sections of a job description.
Facilities Coordinator Pay
A facilities coordinator is generally paid in the $50,000s as a base salary, well below the facilities manager level. Set your range using market data, and do not confuse the coordinator with the manager.
Coordinator Pay Sits Below the Manager Level
National compensation surveys place a facilities coordinator base around $50,000 to $58,000, with some total-pay figures reaching the low $70,000s. That is well below the federal occupation for facilities managers, which reported a median of $104,690 in May 2024. The manager figure describes the policy-setting, supervising role, not the coordinator who executes the work.
Pay varies by region, scope, and setting, with multi-site and maintenance-heavy roles toward the upper end and entry-level roles lower. Because the role is non-exempt, budget for overtime on top of base pay. A transparent pay range helps a small employer attract organized, reliable candidates and is required in a growing number of states.
Hiring a Facilities Coordinator for a Small Business
For a small business, the most useful thing to know is that you probably do not need a standalone facilities coordinator. The duties are real, but at 5 to 50 employees they usually belong inside a broader office or operations role. Here is how to think about the hire, and the classification trap to avoid.
At 5 to 50 employees, this is usually not a standalone hire
A dedicated facilities coordinator is typically a role at larger or multi-site companies, where one coordinator handles each building and a facilities manager oversees them. At a small business, those duties are usually folded into an office manager or office coordinator who also handles administration, onboarding logistics, and vendor coordination. If you have 5 to 50 employees and a single location, you most likely want the hybrid office and facilities version above, not a full standalone facilities coordinator. Be honest about the scope before you post, so you attract someone who fits a multi-hat role rather than a pure facilities specialist.
The classification trap: coordinator usually means non-exempt
The word coordinator misleads a lot of small employers into thinking the role is salaried-exempt. It usually is not. A coordinator who executes work orders, schedules vendors, and tracks tickets performs procedural work, not the independent judgment on matters of significance that the administrative exemption requires, and they supervise no one, so they fail the executive exemption too. The typical facilities coordinator is therefore non-exempt and overtime-eligible. The classification is driven by actual duties, not the title, and getting it wrong is a costly wage-and-hour mistake. No competitor template warns you about this, which is exactly why ours does. This is general information, not legal advice.
Onboarding this hire is paperwork, access, and a clear first week
Once you have chosen someone, the work is ordinary people operations: a signed offer letter with the pay rate and overtime terms, the new hire paperwork and I-9, and a first-week plan that gets them access to your systems, vendors, and work-order tools. Because this role often owns onboarding logistics for everyone else, getting their own onboarding right sets the tone. FirstHR fits this people side for a small business: e-signature for the offer letter, document management for signed forms and the I-9, and task workflows for a structured first week. To be clear about scope, FirstHR is an onboarding and HR platform, not a facilities, work-order, or maintenance system, and it does not run payroll or administer benefits, so pair it with those. Applicant tracking is coming soon.
From Hiring to Onboarding
The job description is step one. Once a candidate accepts, the same document becomes the basis for the offer and onboarding. Because this role often owns onboarding logistics for everyone else, getting their own onboarding right, with access, tools, and paperwork in order, sets the tone.
Send the offer
Confirm the role, pay, overtime terms, and start date in writing. An offer letter template makes this fast for an hourly coordinator role.
Collect paperwork
I-9, W-4, and direct-deposit and emergency-contact forms, signed and stored in one place before the first day.
Set up access and tools
Badges, keys, the work-order system, and vendor contacts, so the coordinator can be effective from week one.
Store the records
Keep the signed offer, paperwork, and the I-9 organized and easy to find as the team grows.
Once your offer is ready, the offer letter template handles the next step, and an onboarding template gives the new hire a structured start. FirstHR connects the offer, paperwork, e-signatures, and onboarding workflow in one place, so a small business can manage the full process from job description to a fully onboarded coordinator from one system. FirstHR is an onboarding and HR platform, not a facilities, work-order, or maintenance system, and it does not run payroll or administer benefits, so connect those separately. Applicant tracking is coming soon to FirstHR.
Key Takeaways
A facilities coordinator coordinates building maintenance, vendors, and work orders; the role executes rather than sets policy.
Use the template that matches the setting: standard, small-business office hybrid, maintenance-focused, multi-site, or entry-level.
The typical coordinator is non-exempt and overtime-eligible; do not assume the title means salaried-exempt.
Coordinator differs from manager: the manager sets policy, supervises staff, is often exempt, and is paid well above the coordinator.
Base pay generally runs about $50,000 to $58,000, far below the facilities manager median of $104,690 (BLS, May 2024).
At 5 to 50 employees, the duties are usually handled by an office manager rather than a standalone facilities hire.
Frequently Asked Questions
What does a facilities coordinator do?
A facilities coordinator keeps a workplace running by coordinating building maintenance, vendors, and services. Day to day, that means scheduling and overseeing maintenance and repairs, managing vendors and contractors, tracking work orders and service requests, maintaining facilities records, supporting health and safety procedures, and handling logistics like access badges, supplies, and office setups. The role executes and coordinates rather than sets policy, and it usually reports to a facilities manager or operations lead. At larger or multi-site companies it is a standalone role, while at small businesses the same duties are often folded into an office manager or office coordinator who also handles administration and onboarding logistics.
Is a facilities coordinator exempt or non-exempt under the FLSA?
A typical facilities coordinator is non-exempt and overtime-eligible. The role usually fails both white-collar exemption tests: it fails the executive exemption because the coordinator supervises no one, and it fails the administrative exemption because executing work orders, scheduling vendors, and tracking tickets is procedural work, not the exercise of independent judgment on matters of significance that the exemption requires. The classification is driven by actual duties, not the title, so a coordinator with genuine discretion over significant matters could be exempt, and a true facilities manager who sets policy and supervises staff usually is exempt. But the typical coordinator is non-exempt, and classifying the role as salaried-exempt to avoid overtime is a common and costly mistake. Confirm classification by duties with a qualified advisor. This is general information, not legal advice.
What is the difference between a facilities coordinator and a facilities manager?
The difference is execution versus management. A facilities coordinator executes: they schedule vendors, track work orders, coordinate maintenance, and keep records, usually supervising no one and following established processes. A facilities manager manages: they set facilities policy, own the budget, plan strategy, and supervise staff and vendors, often with hire and fire authority. This difference also drives pay and classification. The coordinator is typically non-exempt and paid in the $50,000 range, while the manager is a higher-paid, often exempt role. At companies with multiple buildings, one coordinator may handle each site while a single manager oversees them all. At a small business, both sets of duties are often handled by one person, frequently an office manager.
Do small businesses need a facilities coordinator?
Usually not as a standalone hire. A dedicated facilities coordinator is generally a role for larger or multi-site companies, where the volume of maintenance, vendors, and space management justifies a full-time position. At a business with 5 to 50 employees and a single location, those duties are typically absorbed by an office manager or office coordinator who also handles administration, supplies, vendor coordination, and onboarding logistics. If you are a small business, the hybrid office and facilities coordinator template is usually the better fit than a pure facilities role. Be clear about the combined scope in your posting so you attract someone comfortable wearing several hats rather than a facilities specialist expecting a narrow role. This is general information, not legal advice.
How much does a facilities coordinator make?
A facilities coordinator is generally paid in the $50,000 to $58,000 range as a base salary, with national compensation surveys placing the typical base around $50,000 to $54,000 and some total-pay figures reaching the low $70,000s when bonuses and estimated pay are included. This is well below the facilities manager level. It is important not to confuse the two: the federal occupation for facilities managers reported a median of $104,690 in May 2024, but that describes the manager who sets policy and supervises staff, not the coordinator who executes the work. The coordinator sits closer to general administrative and operations support pay. For a posting, benchmark to your local market and the specific scope, and publish a pay range where required. This is general information, not legal advice.
What qualifications does a facilities coordinator need?
A facilities coordinator role starts from organization, reliability, and good communication, with formal education usually a preference rather than a strict requirement. A high school diploma or equivalent is typical, and some employers prefer an associate degree or 1 to 3 years of experience in facilities, administrative, or operations support. The key abilities are coordinating vendors, tracking work orders, managing schedules, and keeping accurate records. Maintenance-focused roles add familiarity with building systems and work-order software, multi-site roles add budgeting and travel, and entry-level roles can be filled with potential and on-the-job training. Because the role often supports the whole workplace, soft skills like responsiveness, follow-through, and a service mindset matter as much as technical knowledge. Scale the requirements to the specific version of the role. This is general information, not legal advice.
What should a facilities coordinator job description include?
A strong facilities coordinator job description names the setting up front, whether a single corporate office, a small business hybrid role, a maintenance focus, or a multi-site role, and includes a short company summary, a job summary, and responsibilities grouped into maintenance and work orders, vendors and services, workplace logistics, and records and safety. It should state the experience and education expectations realistically, name the reporting line, and clearly mark the FLSA non-exempt, hourly, overtime-eligible classification, which is the piece most templates skip. Including a pay range helps with both compliance and candidate quality. Be clear about the scope, since a small-business hybrid role differs a lot from a multi-site specialist. Close with an equal opportunity statement and clear apply instructions. This is general information, not legal advice.
Is a facilities coordinator the same as an office coordinator?
They overlap heavily, especially at small businesses, but they are not identical. A facilities coordinator focuses on the building: maintenance, vendors, work orders, safety, and space. An office coordinator focuses on the office and administration: supplies, mail, scheduling, reception, and often onboarding logistics and vendor liaison, which frequently includes facilities duties. At a company large enough to separate them, they are distinct roles. At a small business, one person usually does both, which is why the small-business template here is a deliberate office and facilities hybrid. If your main need is administrative and people-operations support with some facilities work, an office coordinator framing fits; if it is primarily building and maintenance, the facilities framing fits. This is general information, not legal advice.
