Facility Coordinator

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Job Description:

Together, we are Marken, UPS Healthcare Precision Logistics. As the clinical and advanced therapy part of UPS Healthcare, we reach patients faster, with greater scalability and access to new pathways throughout the supply chain. With our One UPS advantage and comprehensive service portfolio, including Polar Speed's in-network pharmacies, we are optimally positioned to keep our clients competitive in an increasingly complex market.

The Facility Coordinator ensures that our branch operates safely, seamlessly, and in strict compliance with life-science regulatory and healthcare standards. This role balances structured administrative work and vendor coordination (approximately 75% of the day) with active on-site floor walkthroughs, inspections, and hands-on maintenance (approximately 25% of the day).

Working under moderate supervision, this role oversees scheduled calibrations, GMP vendor services, Central Monitoring Systems (CMS), alarm response protocols, and general facility upkeep, serving as a key operational anchor for branch safety, audit readiness, and business continuity.

Main Duties & Responsibilities

GMP Vendor Management & Maintenance Coordination

• Coordinate and enforce compliance with the branch’s Annual Schedule of Maintenance and Calibration.
• Manage and schedule specialized GMP vendors for critical systems: HVAC, Cold Rooms, Ultra-Low Freezers (ULTs), standard freezers, backup emergency generators, temperature monitoring units, and primary electrical installations.
• Coordinate vendors for facility support services: pest control, janitorial/cleaning teams, physical security, access control, fire prevention/suppression, and general building repairs.
• Ensure all third-party maintenance, calibration, and qualification services strictly satisfy technical specifications and GMP requirements.
• Coordinate rapid-response emergency maintenance with suppliers under critical turnaround windows to prevent temperature excursions and protect clinical trial shipments.
• Coordinate qualification and validation activities for GMP equipment, systems, and facilities alongside the Global Validation & Qualification team and qualification contractors.

Monitoring, Alarms & Emergency Preparedness

• Monitor Central Monitoring System (CMS) hardware functionality, LAN/internet connectivity, server communication, and installation conditions to ensure continuous data integrity.
• Coordinate CMS sensor calibrations and routine sensor challenge testing.
• Actively monitor CMS alerts, investigate triggers, and document findings per Standard Operating Procedures (SOPs).
• Lead the site Alarm Response Team, driving prompt investigation and containment of facility or cold-chain excursions.
• Oversee site life-safety and security infrastructure, including CCTV, electronic access control, intrusion alarms, and fire prevention/suppression systems.
• Serve as an active member of the site Disaster Recovery Plan (DRP), Emergency Preparedness, and Business Continuity teams.

Quality, Documentation & Compliance

• Maintain comprehensive records and audit trails for all corrective, preventative, and emergency maintenance, calibrations, and qualification events.
• Ensure all documentation adheres strictly to Good Documentation Practices (GDocP), Good Manufacturing Practices (GMP), Good Distribution Practices (GDP), and internal SOPs.
• Utilize Microsoft Excel and Outlook to manage schedules, track service tickets, document vendor communications, and share operational reports with leadership.

Site Inspections & Hands-On Facility Upkeep

• Conduct daily walk-throughs (approx. 25% of the day) to inspect environmental conditions, cleanliness, safety signage, and physical infrastructure.
• Address minor, hands-on facility needs independently (e.g., replacing light bulbs, assembling basic fixtures, minor hardware adjustments, clearing or salting exterior walkways during inclement weather).
• Maintain breakrooms, kitchens, and common areas between custodial visits to ensure a clean, sanitary, and professional workspace.
• Monitor equipment, consumables, and emergency supply levels to sustain environmental health and safety standards.

General Operational Excellence

• Deliver exceptional internal customer service across all branch departments.
• Maintain rigorous compliance with international, federal, and local regulatory requirements (e.g., GDP, TSA, DG, CMR).
• Drive operational excellence through continuous improvements in quality, turnaround speed, productivity, and cost efficiency.
• Adhere to all company policies and carry out other reasonable duties as requested by the Line Manager.

Candidate Qualifications & Profile

• Experience: 1–3 years of experience in facilities coordination, building maintenance administrative support, or property coordination—preferably within pharmaceutical, healthcare, cold-chain logistics, or regulated environments.
• Technical & Facility Systems Knowledge: Working familiarity with commercial HVAC, refrigeration/freezer units, plumbing, basic electrical systems, and Central Monitoring Systems (CMS).
• GMP & Regulatory Awareness: Prior exposure to GMP, GDP, and GDocP documentation standards is strongly preferred.
• Computer Proficiency: Strong working knowledge of Microsoft Office Suite (advanced Outlook for scheduling; Excel for compiling tracking logs, maintenance schedules, and reporting).
• Handy & Practical Skillset: Comfortable performing light, proactive repairs (e.g., changing lamps/bulbs, minor adjustments, spreading salt/ice-melt on walkways).
• Problem-Solving & Communication: Proven ability to communicate clearly with vendors and internal teams during emergencies, prioritize urgent tasks, and resolve issues methodically.
• Availability: Must be able to work a consistent full-time shift scheduled Monday through Friday between 8:00 AM and 6:00 PM, with flexibility to participate in urgent alarm-response escalations if required.

Physical Requirements:

• Ability to work at a desk/computer terminal for roughly 75% of the shift.
• Ability to walk, stand, climb step stools or short ladders, bend, stoop, and lift up to 35–50 lbs during walk-through inspections and minor maintenance.

Compensation & Benefits

Our compensation reflects the cost of labor across several US geographic markets. The base pay for this position ranges from $18.25 per hour to $24.00 per hour. Pay is based on several factors including but not limited to market location, job-related knowledge, skills, education/training, and work experience.

Hired applicants may be eligible for Medical/prescription drug coverage, Dental coverage, Vision coverage, Flexible Spending Account, Health Savings Account, Dependent Care Flexible Spending Account, Basic and Supplemental Life Insurance & Accidental Death and Dismemberment, Disability Income Protection Plan, Employee Assistance Program, 401(k) retirement program, Vacation, Paid Holidays and Personal time, Paid Sick and Family and Medical Leave time as required by law.

Employee Type:

Permanent

UPS is committed to providing a workplace free of discrimination, harassment, and retaliation.

Other Criteria:

UPS is an equal opportunity employer. UPS does not discriminate on the basis of race/color/religion/sex/national origin/veteran/disability/age/sexual orientation/gender identity or any other characteristic protected by law.

Basic Qualifications:

Must be a U.S. Citizen or National of the U.S., an alien lawfully admitted for permanent residence, or an alien authorized to work in the U.S. for this employer.

Pay Range: