Facilities Services Coordinator (Primarily Office)

As a Facilities Services Coordinator you will be responsible for supporting site daily services including maintenance and janitorial service vendor oversight. Monitors site for maintenance needs and oversees work completion, either through landlord or outside vendor relationships.

This position is Monday through Friday.

In this primarily office-based role, you will be expected to spend 100% of your time (5 days per week) working from one of the following office locations(s): Madison, WI 53783

Position Compensation Range:

$25.00 - $34.32

Pay Rate Type:

Hourly

Compensation may vary based on the job level and your geographic work location. Relocation support is offered for eligible candidates.

As a Facilities Services Coordinator you are responsible for the coordination, oversight, and execution of facility services to ensure a safe, functional, and efficient workplace. In this role you will combine hands-on maintenance work with vendor coordination and operational oversight. You will not only manages service delivery, vendors, and projects, but also performs maintenance and repairs as needed to support day-to-day operations.

Key Responsibilities

Hands-On Maintenance & Repairs

• Perform general building maintenance and repairs (minor electrical, plumbing, carpentry, HVAC, etc.)
• Respond to and resolve work orders directly when appropriate
• Troubleshoot facility issues and implement timely solutions
• Conduct routine inspections to identify maintenance needs
• Support urgent or high-priority repairs to minimize operational disruptions

Vendor & Contractor Management

• Coordinate and oversee third-party vendors, contractors, and landlord services
• Ensure work is completed on time, within scope, and meets quality standards
• Determine when work should be performed in-house vs. outsourced
• Maintain strong relationships with vendors and property management
• Monitor vendor performance and resolve service issues

Service Request & Operational Oversight

• Manage and track work orders, service requests, and maintenance activities
• Prioritize tasks based on urgency, complexity, and business needs
• Ensure timely completion through a mix of self-performed work and vendor support
• Maintain accurate records, documentation, and tracking systems

Facility Monitoring & Issue Resolution

• Proactively assess building conditions and identify potential issues
• Take ownership of issues from identification through resolution
• Coordinate solutions while performing repairs when practical or necessary
• Ensure the overall functionality and readiness of the workplace

Communication & Customer Service

• Serve as a primary point of contact for employees and stakeholders
• Provide clear communication and status updates on ongoing work
• Coordinate solutions across internal teams, vendors, and leadership
• Deliver a high level of customer service and responsiveness

Project Coordination

• Support small to mid-sized projects (moves, reconfigurations, upgrades)
• Coordinate vendors, materials, and timelines
• Participate in hands-on elements of projects as needed
• Track progress and ensure timely execution

Administrative & Systems Management

• Utilize tools such as Excel, Outlook, and work order systems
• Manage multiple requests and workflows simultaneously
• Maintain documentation, reporting, and operational records

Skills & Qualifications

• Strong technical knowledge of building systems and maintenance practices
• Ability to perform hands-on repairs across multiple trades
• Strong organizational and time management skills
• Excellent communication and customer service abilities
• Ability to prioritize, multitask, and make sound decisions
• Experience coordinating vendors and service providers preferred
• Proficiency in Microsoft Office and facility management systems

Success Measures

• Timely and effective completion of maintenance and service requests
• Quality of both self-performed work and vendor-delivered services
• Strong communication and stakeholder satisfaction
• Ability to balance hands-on work with coordination responsibilities
• Overall efficiency, safety, and condition of the facility

Scope & Impact

This role is accountable for end-to-end facility service delivery, combining:

• Execution (performing repairs and maintenance)
• Coordination (managing vendors and services)
• Oversight (ensuring all work is completed effectively)

The position requires strong judgment in determining when to personally complete work versus leveraging external resources to achieve the best outcome.

Bottom Line

The Facilities Services Coordinator ensures the workplace runs smoothly by both fixing problems directly and coordinating full solutions across vendors, systems, and stakeholders—owning the outcome from start to finish.

Additional Information

• To ensure a strong start, all employees participate in our New Employee Orientation during their first week.  This experience is held in person at our Madison, WI Headquarters or one of our AmFam core locations to help you connect with our mission, meet key team members and build relationships that support your growth.  At times, sessions may be delivered virtually based on scheduling and availability. 
• Offer to selected candidate will be made contingent on the results of applicable background checks
• Offer to selected candidate is contingent on signing a non-disclosure agreement for proprietary information, trade secrets, and inventions
• Sponsorship will not be considered for this position unless specified in the posting

We provide benefits that support your physical, emotional, and financial wellbeing. You will have access to comprehensive medical, dental, vision and wellbeing benefits that enable you to take care of your health. We also offer a competitive 401(k) contribution, a pension plan, an annual incentive, 9 paid holidays and a paid time off program (23 days accrued annually for full-time employees). In addition, our student loan repayment program and paid-family leave are available to support our employees and their families. Interns and contingent workers are not eligible for American Family Insurance Group benefits.

We are an equal opportunity employer. It is our policy to comply with all applicable federal, state and local laws pertaining to non-discrimination, non-harassment and equal opportunity. We also consider qualified applicants with criminal histories, consistent with applicable federal, state and local law.

American Family Insurance is committed to the full inclusion of all qualified individuals. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please email AskHR@AmFam.com to request a reasonable accommodation.

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