Facilities Systems Coordinator I at Cotti Foods Corporation – Rancho Santa Margarita, California

Job Summary

The Facilities Systems Coordinator I plays a key role in supporting the day-to-day maintenance operations of the organization. This position is responsible for coordinating and scheduling both preventive and corrective maintenance activities to ensure the reliable and efficient functioning of all facilities and equipment. Acting as a central point of communication, the Coordinator works closely with maintenance staff, management, and external vendors to facilitate timely service and resolve maintenance issues. This position reports to the Director of Facilities.

Key Responsibilities:

Schedule & Coordination

• Schedule and dispatch maintenance technicians for routine inspections, preventative maintenance, and all work orders within the Service Level Agreement (SLA)
• Coordinate repairs or replacements when requested
• Manages the process of obtaining competitive repair quotes from approved external vendors
• Make travel arrangements for the Director of Facilities and Maintenance Team
• Submit Facilities mileage

Work Order Management

• Receive, process, and track all incoming maintenance requests and work orders using Corrigo
• Ensure all work orders are completed in a timely and efficient manner and that proper documentation is maintained within the Service Level Agreement (SLA)
• Use Corrigo Management System to track work order progress, equipment history, compliance, and costs
• Process vendor invoices by adding notes provided by the Maintenance Technician in R365 to ensure payment within agreed NET terms

Communication and Reporting

• Serve as the primary point of contact for maintenance-related inquiries
• Communicate with department heads and management regarding the status of ongoing maintenance activities and potential disruptions
• Manage the Cotti Foods Maintenance channel on Microsoft Teams

Safety and Compliance

• Provide back-up assistance to the Facilities Compliance Coordinator as needed
• Plan, schedule, and dispatch work orders for building/lot lights, grease management, fire systems, hood cleanings, and backflow preventers

Training & Support

• Provide guidance and support to facilities managers and supervisors, and operational leadership
• Stay current on changes in regulations and industry standards
• Manage access to Corrigo, R365, Parts Town, and other platforms, handle user setup, resets, and permissions
• Assist HR and IT with onboarding new technicians and Facility Managers
• Report technician mileage to the payroll department bi-weekly

Required Skills & Abilities

• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Meticulous with an initiative-taking, problem-solving mindset.
• Ability to work independently and manage multiple priorities.
• Familiarity with compliance systems and facility operations (e.g., Corrigo, R365).

Schedule & Availability

• This is a full-time, exempt position.
• Standard schedule Monday - Friday, 8:30 AM – 5:00PM (subject to change based on operational needs.)
• Occasional evening, weekend, or holiday work may be required.
• Must be available for on-call duties or emergencies as needed.

Other Duties

• This job description is not intended to be all-inclusive; employee may be required to perform other related duties as assigned to meet the ongoing needs of the business.
  

Education & Experience

• High school diploma or equivalent; or two years of relevant work experience.
• Proven experience in a coordination or administrative role, preferably within a maintenance, facilities, or operations environment.
• Strong organizational and time management skills with the ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Experience with Corrigo Management is highly desirable.
• A strong understanding of maintenance processes and procedures.

Physical Requirements

• Ability to sit for extended periods.
• Occasional walking, bending, and lifting 10-40 pounds may be required.