JOB SUMMARY

The Facilities Operations Coordinator provides centralized administrative and operational support for the Frontside Maintenance department and associated Facilities functions across Churchill Downs Racetrack. This role serves as the primary coordinator for Brightly CMMS work orders, 24/7 Incidents IMS, and Ariba purchasing, ensuring accurate intake, dispatch, tracking, documentation, and reporting of facility service requests and incidents.

The position also functions as a Facility Operations point of contact during live race days and major events, supporting real-time incident response, service coordination, and cross-department communication. In addition, the role provides administrative support for purchasing, vendor coordination, work order costing, and serves as backup support for payroll processing and fire impairment documentation as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Facilities Systems & Work Order Coordination

• Serve as primary administrator for Brightly CMMS, ensuring accurate creation, tracking, documentation, and closure of work orders.
• Coordinate incoming service requests via CMMS, IMS, phone calls, and operational channels; prioritize and dispatch appropriate Facilities staff or contractors.
• Administer and support the 24/7 Incidents IMS, including accurate incident entry, tracking, reporting, and post-event documentation.
• Maintain electronic records for maintenance activities, incidents, inspections, and service documentation.
• Generate CMMS and IMS reports including open and pending work orders, labor tracking, preventive maintenance activity, machine downtime, and incident summaries.

Race Day & Event Operations Support

• Serve as a Facility Operations Center (FOC) point of contact during live race days and major events.
• Coordinate real-time dispatch of Facilities resources in response to incidents, service needs, and operational requests.
• Support Derby and major event readiness, including coordination of radios, credentials, access needs, and operational organization.
• Collaborate with internal departments including Events, Levy, Conversions, Derby Operations, and Security to support facility operations.

Purchasing, Financial & Administrative Support

• Coordinate purchase requisitions and purchase orders through Ariba, ensuring compliance with corporate procurement and finance policies.
• Assist Facilities leadership with tracking operating expenses, receipts, and small purchases.
• Support receiving, reconciliation, and documentation of purchases and vendor invoices.
• Administer job costing and documentation related to work orders and contracted services.
• Assist department managers with payroll processing and submission as backup support when needed.

Vendor, Contract & Compliance Support

• Dispatch and track subcontracted service providers; maintain service records and associated documentation.
• Assist with tracking service contracts, renewals, and vendor compliance.
• Maintain required certificates and documentation for regulated systems, including elevators and boilers.
• Provide administrative support for fire impairment documentation and tracking as required.
• Assist in conducting routine facility inspections; compile reports, distribute findings, and follow up on corrective actions.

Safety, Sustainability & General Support

• Support sustainability initiatives within Frontside Maintenance.
• Participate in and support departmental safety programs and committees.
• Ensure compliance with applicable local, state, and federal regulations, including OSHA.
• Attend meetings and provide operational or administrative support, as assigned.
• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES
This position has no direct supervisory responsibilities. The Facilities Ops Coordinator supports coordination and effectiveness of Frontside Maintenance and Facilities operations but does not supervise employees.

REQUIRED SKILLS AND ABILITIES

• Prior experience with CMMS platforms (Brightly preferred), incident management systems, and procurement systems (Ariba preferred).
• Experience with purchasing, job costing, or financial documentation preferred.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and facility management systems.

EDUCATION AND EXPERIENCE

• High School Diploma required; bachelor’s degree preferred.
• 3–5 years of experience in facilities administration, operations coordination, or related roles.
• Experience in hospitality, sports & entertainment, or large-venue operations preferred.

PHYSICAL REQUIREMENTS & WORKING CONDITIONS

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodation may be made.

• Available to work all live race days and key operational periods, including weekends and holidays.
• Peak workload occurs in the months leading up to the Kentucky Derby.
• Regularly required to stand, walk, use hands, reach, and communicate.
• Frequently required to sit, climb, or balance, and stoop, kneel, crouch, or crawl.
• You must regularly lift to ten pounds and occasionally lift to twenty-five pounds.
• Requires close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.