Administrative Coordinator (Facilities Management)

Job Description

Job Description

Job Title: Facilities Coordinator
Location: Princeton, NJ
Type of Employment: Temporary Assignment, 2.5 Months
In Office/Hybrid/Remote: Onsite
Pay Rate: $ 34.00/hour

Job Summary

LHH is working with a nonprofit organization that is seeking an organized and detail-oriented Facilities Coordinator to support the Facilities Management team during a short-term assignment. This role will provide administrative, operational, and project support while helping coordinate departmental activities, vendor communications, purchasing processes, and facilities-related initiatives. The ideal candidate thrives in a fast-paced environment, can manage multiple priorities simultaneously, and is comfortable interacting with employees, vendors, and leadership.

The hours are Monday through Friday 8:00AM - 4:30PM (37.5-hour work week).

If this role is a fit for your experience, please click apply to submit a resume for review

Responsibilities

• Support departmental purchasing activities by preparing purchase orders, placing vendor orders, and reconciling procurement transactions.
• Assist with monitoring office supply inventory and tracking related expenditures.
• Provide administrative support for company-wide and departmental events, including planning and logistics coordination.
• Create professional presentations, reports, and visual materials using PowerPoint and Microsoft Office applications.
• Review and process monthly utility expenses, including electric, water, sewer, and gas invoices.
• Manage the intake and processing of invoices while ensuring timely payment workflows.
• Coordinate and maintain after-hours on-call schedules and communicate updates with vendor partners.
• Assist with safety-related initiatives, including organizing and supporting quarterly fire drills.
• Generate purchase orders for facilities projects, service agreements, and operational needs.
• Schedule meetings, maintain calendars, and coordinate appointments for department leadership and staff.
• Monitor facilities service requests, provide guidance on submission procedures, and route requests to the appropriate personnel.
• Organize departmental meetings, prepare agendas, document meeting notes, and track follow-up items.
• Coordinate employee training schedules, maintain training records, and assist with reimbursement submissions.
• Support contract administration processes, including electronic document routing and approvals.
• Maintain contract records and monitor agreement status within organizational systems.
• Review and close completed maintenance work orders while ensuring accurate documentation.
• Coordinate staff schedules and assist with coverage planning during PTO or leave absences.
• Maintain accurate departmental files, records, permits, inspection reports, and project documentation.
• Register vendors and visitors in facility management systems and support onboarding logistics for contractors.
• Assist with facility tours for new employees and visiting staff members.
• Reconcile departmental credit card expenses and maintain supporting documentation.
• Contribute to process improvements that strengthen communication and workflow efficiency across departments.

Qualifications

• Associate degree or equivalent combination of education and relevant work experience.
• Minimum of two years of administrative support experience, preferably within facilities, operations, property management, or a related environment.
• Strong proficiency with Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word.
• Excellent organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• High level of attention to detail and accuracy when handling records, invoices, and documentation.
• Strong customer service and interpersonal skills with the ability to work effectively with employees at all levels of an organization.
• Strong written and verbal communication skills.
• Ability to work independently while also contributing to a collaborative team environment.
• Demonstrated problem-solving abilities and flexibility in managing changing priorities.
• Experience supporting projects, coordinating schedules, and maintaining confidential information.
• Familiarity with systems such as Workday, DocuSign, maintenance management platforms, or procurement tools is a plus.
• Ability to occasionally support evening or weekend activities when business needs require.

Pay Details: $34.00 per hour

Search managed by: Nadia Negm

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan. Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs. In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Equal Opportunity Employer/Veterans/Disabled

Military connected talent encouraged to apply

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The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable:

• The California Fair Chance Act
• Los Angeles City Fair Chance Ordinance
• Los Angeles County Fair Chance Ordinance for Employers
• San Francisco Fair Chance Ordinance

Massachusetts Candidates Only: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.