We are hiring for a Facilities Coordinator! This role will assist in matters surrounding vendors, leases, budgeting, safety, and other operational items throughout the business.

Title: Facilities Coordinator

Hours: M-F, business hours

Job Type: Full-time, Permanent

Location: Onsite in our Austin, TX facility

Travel: Anticipated to be 10-20%

Duties

• Coordinate all in-person facilities business for Austin, TX.
• Assist with administrative duties as needed (postage, mailing, etc.).
• Develop and implement a proactive facilities management strategy for all 12 locations, including maintenance schedules, inspections, vendor management, and capital planning.
• Development, execution and oversite of business continuity planning for the organization.
• Implementation and maintenance of security systems across the organization.
• Development and maintenance of security systems playbook based on current enterprise standards.
• Oversee vendor contracts (HVAC, electrical, plumbing, cleaning, landscaping, security systems), negotiate terms, monitor performance, and ensure SLAs are met.
• Monitor facilities budgets (repairs & maintenance, utilities, capital projects), identify cost savings opportunities, and report variances to senior leadership.
• Ensure all facilities comply with regulatory requirements (OSHA, life safety codes, fire codes, FDA/Pharmacy/State Board of Pharmacy facility standards where applicable), and internal policies.
• Lead and coordinate site inspections, audits, safety reviews, and facility condition assessments. Develop remediation plans as needed.
• Plan, coordinate and oversee capital projects and minor renovations/upgrades at sites (e.g., expansion of pharmacy footprint, equipment relocation, automation infrastructure upgrades). Oversee contractors, obtain bids, manage timelines, and track costs.
• Serve as the point of escalation for facility emergencies (e.g., HVAC failures, utility outages, environmental issues). Coordinate rapid response, root cause, remediation and documentation.
• Foster standardization of best-practice facilities processes across sites: facility maintenance logs, service records, budget templates, vendor scorecards.
• Provide regular reporting (monthly/quarterly) on site condition metrics, maintenance backlog, capital spend, energy/utilities usage, vendor performance and risk assessment.
• Work cross-functionally with operations/site managers, IT/automation teams (since your business has automation equipment like the MTS 350/E3), pharmacy leadership, and real estate/facilities procurement.
• Travel periodically to visit locations, conduct inspections, meet vendors, support projects and build site-level relationships.

Requirements

• Demonstrated experience managing vendor contracts, capital project execution, preventive maintenance programs, and budget responsibility.
• Strong project management skills with ability to drive multiple initiatives across sites.
• Excellent communication, collaboration and influencing skills (working remotely + on-site).
• Ability to analyze facilities data (costs, utilities, condition assessments), generate actionable insights, and present to leadership.
• Knowledge of relevant regulatory/compliance requirements (OSHA, fire/life safety, environmental, building codes).
• Willingness to travel regularly (~20%) to site locations.
• Proficiency in using facilities management software or CMMS (computerized maintenance management system) preferred.
• Strong sense of urgency, problem-solving mindset, ability to handle emergencies and high-stakes infrastructure issues.

Preferred Qualifications

• Experience with multi-site facilities management preferred.
• Bachelor's degree preferred.
• Certified Facility Manager (CFM) or other facilities/asset-management credential.
• Experience in pharmacy or healthcare facility operations (or experience supporting highly-automated manufacturing/packaging operations) preferred.
• Familiarity with multi-state operations and managing standardized processes across disparate geographies.

Physical Requirements

• Sitting, standing, walking, lifting, pulling, speaking, listening

Tarrytown Expocare is an equal-opportunity employer and values diversity at our company. We do not discriminate based on race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.