Facilities Coordinator

MalaceHR

MalaceHR is seeking a detail-oriented and organized Site Operations Coordinator to support daily site operations and administrative functions. This role plays a key part in ensuring smooth communication between internal teams, vendors, and clients, while maintaining efficient workflows and supporting operational excellence.

Key Responsibilities

Provide administrative and operational support to site management
Coordinate vendor scheduling, site visits, and inspections
Maintain accurate records of vendor activity, service requests, and site operations
Triage and manage client work order queues, ensuring timely responses and resolution
Support cubby assignment programs and workplace adjustments (hot/cold call requests)
Assist with preparation of reports related to site operations and vendor performance
Respond to routine inquiries from staff, vendors, and clients
Organize and maintain site documentation, records, and operational manuals
Track and report on key performance indicators (KPIs)
Coordinate meetings and prepare supporting materials
Support front desk operations, including greeting visitors when needed
Liaise with regional mailroom leadership to ensure efficient mail operations
Assist in implementing site procedures, protocols, and compliance initiatives
Participate in safety programs to promote a safe work environment
Support additional operational tasks and special requests as needed

Required Qualifications

Minimum of 2 years of experience in administrative or operational support roles
Strong organizational skills with high attention to detail
Proficiency in Google Workspace and Microsoft Office (especially Excel and Outlook)
Excellent written and verbal communication skills
Ability to manage multiple priorities and meet deadlines
Strong customer service mindset
Ability to work onsite full-time
Flexibility to travel between nearby client locations (reimbursed)

Preferred Qualifications

Experience in facilities management or property management environments
Familiarity with vendor management processes
Basic knowledge of building operations and maintenance
Experience with data entry and database systems
Understanding of workplace health and safety practices
Exposure to scheduling or coordination software tools

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Vacancy posted 29 days ago

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