Facilities Coordinator

Facilities Coordinator

The Facilities Coordinator is a key member of the Corporate Operations team at The Arizona Republic, responsible for creating a safe, well-functioning, and professionally managed workplace environment. This role serves as the primary point of contact for all facility, vendor, and service-related matters, ensuring that staff has the resources and support they need to perform at their best. The Facilities Coordinator acts with discretion, professionalism, and a strong customer-service orientation in every interaction.

Essential Duties & Responsibilities

Supplies & Inventory Management

• Maintain adequate inventory of all office supplies, kitchen/breakroom, and operational materials through proactive monitoring.

• Place orders with approved vendors promptly; track deliveries and reconcile orders against receipts and invoices.

• Maintain organized supply storage.

Security Guard Administration

• Serve as the primary management liaison to the on-site security guard team, coordinating schedules, coverage gaps, and post assignments.

• Communicate daily operational needs, special event requirements, and visitor protocols to security staff and their supervisory chain.

• Escalate security incidents and concerns to the Corporate Security Director, Operations, and local leadership, per established protocols.

• Review vendor performance and maintain documentation of incident reports.

Parking Administration

• Manage issuance, tracking, and retrieval of employee parking passes and visitor parking validations.

• Maintain an accurate, current parking assignment log; coordinate with HR on new hires, terminations, and status changes to communicate to the parking operator.

• Serve as the point of contact for employee parking inquiries and dispute resolution.

• Coordinate with the property management company on parking facility issues, access control, and policy updates.

Mail Management

• Receive, sort, and distribute all incoming mail, courier packages, and overnight deliveries (FedEx, UPS, USPS, Amazon Business, etc.).

• Log all inbound shipments and notify recipients promptly; maintain chain-of-custody documentation for sensitive or high-value packages.

• Coordinate outgoing mail and overnight shipments, including account management for courier billing and service levels.

• Maintain a secure staging area for package receipt and pick-up consistent with building access protocols.

Property Management Interface

• Serve as the primary tenant-side contact for all property management communications, including routine, urgent, and emergency matters.

• Submit, track, and follow up on work orders for repairs, maintenance, HVAC, electrical, plumbing, and other building system issues.

• Coordinate janitorial and cleaning services, including scheduling and resolution of service deficiencies.

• Maintain a log of open and resolved maintenance requests; report recurring issues to leadership and advocate for timely resolution.

• Ensure compliance with building rules, lease obligations, and health and safety standards in coordination with property management.

General Office Operations

• Serve as a welcoming and knowledgeable point of contact for employees, visitors, vendors, and contractors.

• Support onboarding logistics for new employees including badge issuance and workstation or office assignments.

• Maintain orderly, professional common areas including lobbies, conference rooms, and kitchen facilities.

• Assist with special projects, events, and cross-functional initiatives as assigned by leadership.

Qualifications

• High school diploma or GED required. Associate or bachelor's degree in business administration or related field preferred.

• Minimum three (3) years of progressive office management, facilities coordination, or administrative services experience.

• Prior experience managing vendor relationships, service contracts, or on-site security functions strongly preferred.

• Media, publishing, or corporate newsroom environment experience a plus.

• Exceptional organizational skills and ability to manage multiple priorities simultaneously in a fast-paced environment.

• Strong interpersonal and communication skills; professional demeanor with all levels of staff and external contacts.

• High degree of reliability, discretion, and sound independent judgment.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with facilities management or work order systems preferred.

• Ability to lift and move packages up to 30 lbs.; comfortable with a primarily on-site, active work environment.

The hourly rate for this role will range between $19.23 and $24.04. Base compensation is reflective of many factors, including, but not limited to, the market in which one lives/works, individual education level, skills, certifications, and experience. Note: variable compensation is not reflected in these figures and, based on the role, may be applicable.

USA TODAY Co., Inc. is a proud equal opportunity employer committed to building and maintaining a diverse workforce. As such, we will consider all qualified applicants for employment and do not discriminate in connection with employment decisions on the basis of an applicant or employee's race, color, national origin, ethnicity, ancestry, citizenship status, sex, gender, gender identity, gender expression, religion, age, marital status, personal appearance (including height and weight), sexual orientation, family responsibilities, physical or mental disability, medical condition, pregnancy status (including childbirth, breastfeeding or related medical conditions), education, genetic characteristics or information, political affiliation, military or veteran status or other classifications protected by applicable federal, state and local laws in the jurisdictions where USA TODAY Co. employs employees. In addition, USA TODAY Co., Inc. will provide applicants who require a reasonable accommodation, as a result of an applicant's disability or religion, to complete this employment application and/or any other process in connection with an individual's application for employment with USA TODAY Co., Inc. Applicants who require such accommodation should contact USA TODAY Co., Inc.'s Recruitment Department at View email address on click.appcast.io. Applicants must be authorized to work in the applicable location. Applications from outside these regions will be removed from our system after submission.