Facilities Documentation Coordinator
Newark, NJ
Full Time
Facilities
Entry Level
Munich Airport NJ LLC is a US-based subsidiary of the German Airport Operator Munich Airport. Munich Airport NJ LLC is responsible for the operations, maintenance, and concession management of the recently opened New Terminal A at Newark Liberty International Airport (EWR)! We are looking for an experienced and creative;
Facilities Documentation Coordinator
As a Facilities Documentation Coordinator, you will play a critical role in supporting the VP of Engineering and Facilities Management and their team. You will provide technical and administrative support, manage technical documentation, and act as a liaison between the Maintenance Department and other departments across the organization. Your primary responsibility will be to produce and manage accurate and informative content and documentation that helps facility managers, maintenance teams, and other stakeholders understand complex processes, procedures, and safety guidelines.
Your Future Responsibilities
Facilities Documentation Coordinator
As a Facilities Documentation Coordinator, you will play a critical role in supporting the VP of Engineering and Facilities Management and their team. You will provide technical and administrative support, manage technical documentation, and act as a liaison between the Maintenance Department and other departments across the organization. Your primary responsibility will be to produce and manage accurate and informative content and documentation that helps facility managers, maintenance teams, and other stakeholders understand complex processes, procedures, and safety guidelines.
Your Future Responsibilities
- Collaborate with Facilities Department Managers to create presentations and spreadsheets, develop documents, schedule appointments and meetings, take minutes, prepare reports, and assist with procurement
- Manage and update SharePoint, Teams, PowerBI, and other platforms across the organization
- Develop and maintain databases, logs, and tracking systems to facilitate the FM department's reporting to the Port Authority and high-level management
- Work with the Maximo and FM Systems Manager to establish and maintain required records and forms
- Maintain a document management system, including maintenance history files, component files, work orders, operator reports, inspection forms, and invoice data
- Work with the HSE Manager to keep logs and data for the LEED Certification, Sustainable and Environmental Audit, and Safety reports
- Conduct special research assignments, evaluate and analyze data, and prepare conclusions and recommendations for consideration
- Participate in various meetings, reserve meeting rooms for maintenance functions, and prepare related agendas, minutes, and other supporting documents
- Manage the facility keys management system for the equipment inventory system, including issuing and retrieving keys for new and departing employees
- Evaluate and monitor new or existing procedures for effectiveness, outline needed changes for improvements, and assist in implementing new and revised methods, processes, or systems
- Revise, rewrite, and edit documents, manuals, guides, and standard operating procedures (SOPs) related to facilities management
- Ensure employees are updated with the latest business information, company guidelines, and standards
Your Education & Training
- Bachelor’s degree in a relevant field (e.g., communications, business administration, or technical writing) preferred. A combination of experience with other qualifications may be accepted
- Minimum of 2 years of experience as a documentation specialist or technical writer, preferably in facilities management or a related area
- Superb written communication skills with a keen eye for detail
- Proficiency in using administrative technology tools (e.g., document management systems, Microsoft Office)
- Ability to quickly learn and understand complex subject matter related to facilities management
- Desired skills (not mandatory, but beneficial): experience with Maximo or other computerized maintenance management systems (CMMS), knowledge of LEED certification, experience with safety audits and compliance, and experience with environmental sustainability management systems
- Be part of the team who embraces diversity, fosters collaboration, practices mentorship, and believes in a positive, healthy work climate
- Be a key part of building Munich Airports reputation in the US
- Fast-paced international working environment
- Attractive benefit package; Health, Vision, Dental, 401(k) Matching, LTD/STD, Life Insurance, PTO
Munich Airport US Holding and it's subdivision Munich Airport NJ LLC are equal opportunity employers.
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