Facilities Specialist

Overview Discover greater levels of performance. With over 1,400 stores throughout the U.S., Ulta Beauty is revolutionizing the beauty retail experience. With new stores coming online on a continual basis and the re-engineering of existing locations with the latest design and technological advancements for heightened guest experiences, we’re not just growing, we’re thriving. Through consistent innovation and a bold commitment to reimagination. If you want the opportunity to build something strategic, to take ownership of your career trajectory, to apply your passion to operational excellence, Ulta Beauty provides the kind of stability and support few organizations can match. So be curious. Be flexible. Be more than you thought possible . The future is yours at Ulta Beauty. THE IMPACT YOU CAN HAVE: We are seeking an experienced and highly collaborative workplace operations professional who serves as a trusted resource and subject matter expert for facilities and workplace services. The ideal candidate combines strong operational expertise, strategic thinking, and exceptional customer service to support workplace operations, facilities programs, vendor management, employee experience initiatives, workplace projects, and corporate service functions. This role requires a high degree of independent judgment, strong business acumen, and the ability to effectively manage multiple priorities while driving operational excellence across a dynamic workplace environment. The successful candidate is a proactive problem solver who can build partnerships across the organization, influence outcomes, and identify opportunities to improve workplace services, processes, and employee experience. What You Bring to the Role Workplace Operations Expertise – Advanced knowledge of facilities operations, workplace services, vendor management, and employee support programs. Customer & Business Focus – Delivers exceptional service while balancing operational priorities and business needs. Independent Judgment – Exercises sound decision-making and takes ownership of complex operational activities with minimal direction. Problem Solving & Continuous Improvement – Identifies opportunities, resolves challenges proactively, and drives operational efficiencies. Relationship Building & Influence – Effectively collaborates with employees, leaders, vendors, landlords, and business partners to achieve results. Organization & Project Management – Successfully manages multiple priorities, programs, and projects while maintaining a high level of accuracy and accountability. Communication & Operational Guidance – Communicates effectively, shares best practices, and serves as a trusted resource for team members and stakeholders. The Senior Facilities & Workplace Operations Coordinator serves as a senior member of the Workplace Operations team, responsible for coordinating and supporting day-to-day facilities operations, workplace services, mailroom and logistics programs, vendor relationships, and employee experience initiatives across the corporate campus and associated facilities. This role operates with a high degree of independence and serves as a subject matter expert for workplace operations, facilities services, and corporate support programs. The position is responsible for managing complex operational activities, coordinating vendors and service providers, supporting workplace projects and budget administration, and partnering with stakeholders across the organization to ensure a safe, efficient, and highly functional work environment. The Senior Coordinator provides day-to-day operational guidance, knowledge sharing, and workflow coordination for workplace operations team members but does not have direct people management responsibilities. KEY RESPONSIBILITIES Facilities & Workplace Operations Coordinate and support daily facilities and workplace operations across the corporate campus and associated facilities. Serve as a primary on-site resource for operational needs, issue resolution, and workplace service requests. Monitor workplace conditions and identify opportunities to improve employee experience, operational efficiency, and service delivery. Assist with the resolution of complex workplace operational issues and escalated service requests. Maintain facilities records, operational procedures, and departmental documentation. Vendor & Service Coordination Serve as the primary operational contact for assigned vendors and service providers. Coordinate vendor activities and monitor service delivery to ensure established service levels are achieved. Participate in vendor business reviews and provide recommendations to improve service quality and operational performance. Maintain vendor compliance documentation, certificates of insurance, and service agreements. Partner with the Facilities Manager on vendor selection, contract administration, and performance evaluations. Budget & Financial Administration Assist with management of facilities operating budgets and designated program expenditures. Review, reconcile, and process invoices, purchase orders, and budget-related documentation. Monitor spending trends and identify opportunities for cost savings and operational efficiencies. Support annual operating and capital budget planning activities. Mailroom, Shipping & Logistics Operations Coordinate daily mailroom, shipping, receiving, courier, and distribution operations. Administer mailing systems, postage programs, certified mail services, and shipping vendor relationships. Lead planning and execution of large-scale corporate distributions, employee support programs, and logistics initiatives. Maintain operational compliance and service standards for all mail and distribution services. Workplace Experience & Business Support Partner with internal stakeholders to support workplace experience initiatives and employee support programs. Coordinate operational support for executive meetings, town halls, leadership events, and enterprise-wide initiatives. Support conference centers, collaboration spaces, and common areas to ensure a positive employee experience. Assist in evaluating workplace service offerings and identifying enhancement opportunities. Space Planning & Workplace Support Support workplace occupancy planning, seating assignments, office moves, and workplace standards. Assist with workplace utilization reviews and space optimization initiatives. Maintain floor plan records, workplace documentation, and occupancy information. Partner with Facilities and Space Planning leadership on workplace planning efforts and organizational changes. Projects & Continuous Improvement Lead and coordinate small- to medium-scale facilities and workplace projects. Develop project schedules, coordinate vendors, manage communications, and track project progress. Identify and recommend process improvements that enhance workplace operations and customer service. Support implementation of new workplace technologies, programs, and operational procedures. Team Support & Knowledge Sharing Serve as a senior operational resource for Facilities & Workplace Operations Coordinators and Office Services Assistants. Provide day-to-day guidance, knowledge sharing, onboarding support, and workflow coordination. Share best practices and process knowledge to promote consistency across workplace operations. Support departmental training initiatives and operational readiness efforts. Serve as an experienced resource during periods of operational change or increased business demand. THE ESSENTIALS FOR SUCCESS: Required High School Diploma or equivalent required. 5+ years of experience in facilities management, workplace operations, office services, hospitality, logistics, or a related field. Demonstrated experience coordinating vendors, facilities programs, and corporate support services. Experience managing projects and coordinating cross-functional initiatives. Strong customer service, organizational, communication, and problem-solving skills. Ability to work independently and exercise sound judgment in a fast-paced environment. Proficiency with Microsoft Office applications and workplace technology platforms. Preferred Associate's or Bachelor's degree in Business, Facilities Management, Hospitality, or a related field. IFMA, FMP or other workplace/facilities-related certification. Experience supporting corporate campuses, hybrid workplaces, or multi-building environments. Knowledge of workplace management, space planning, or facilities management systems. #LI-CO1 The pay range for this position is $27.55 - $35.09 / Hour with the opportunity for eligible associates to earn additional compensation pursuant to the Company’s bonus plan. Exact pay will be based on factors including, but not limited to relevant education, qualifications, certifications, experience, level, shift, geographic location, and business and organizational needs. Full-time positions are eligible for paid time off, health, dental, vision, life and disability benefits. Part-time positions are eligible for dental, vision, life, and disability benefits. For additional information concerning our benefits, visit our Benefits and Career Development page: About At Ulta Beauty (NASDAQ: ULTA), the possibilities are beautiful . Ulta Beauty is the largest North American beauty retailer and the premier beauty destination for cosmetics, fragrance, skin care products, hair care products and salon services. We bring possibilities to life through the power of beauty each and every day in our stores and online with more than 25,000 products from approximately 500 well-established and emerging beauty brands across all categories and price points, including Ulta Beauty’s own private label. Ulta Beauty also offers a full-service salon in every store featuring—hair, skin, brow, and make-up services. We will consider for employment all qualified applicants, including those with arrest records, conviction records, or other criminal histories, in a manner consistent with the requirements of any applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance, the San Francisco Fair Chance Ordinance, and the New York City Fair Chance Act. #J-18808-Ljbffr