Facilities Coordinator

Facilities Coordinator

Are you a highly personable and organized individual with a passion for creating exceptional experiences? We are seeking a dynamic Facility Coordinator to be the welcoming face and operational backbone of our vibrant, client-facing office. This unique role blends high-level guest relations and proactive office management with essential facilities coordination, offering a rewarding opportunity to directly impact the daily success and positive atmosphere of our space. You will be the central point of contact for guests and employees, ensuring a smooth, professional, and hospitable environment while also supporting fundamental facility operations. This position reports directly to the Associate Director of Facilities Operations for the South Region.

Responsibilities

• Reception Excellence: Serve as the first and last point of contact, warmly greeting and directing all visitors, managing the sign-in/out process, and promptly notifying employees of arrivals. Operate the door opener for seamless guest entry and maintain a consistently presentable reception area.
• Communication Hub: Act as the primary resource for general inquiries from both guests and employees, providing accurate information about the office and its services. Support internal communications and foster a positive and helpful environment.
• Meeting & Event Support: Efficiently schedule meetings, book conference rooms, and coordinate catering orders. Ensure meeting spaces and workstations are well-prepared, functional, and equipped with necessary supplies.
• Office Management & Organization: Oversee the daily opening and closing of the office, ensuring tidiness, and communicating any cleaning needs. Manage and order office, coffee, and janitorial supplies, including processing purchase orders. Handle daily mail and maintain the cleanliness of common areas, including coffee machines and the refrigerator (with regular communication).
• Proactive Support: Anticipate the needs of guests and employees, proactively addressing requests and ensuring a smooth workflow. Create basic professional signage as needed using Microsoft Office tools.
• Issue Resolution: Serve as the initial point of contact for employee inquiries, providing information, resolving problems directly where possible, and escalating complex issues to the Facility Manager as needed. Respond promptly to inquiries via ServiceNow tickets and Microsoft Teams messages.

Essential Facilities Coordination

• Vendor Liaison: Act as the onsite point of contact for third-party vendors, managing their access, verifying their work scope, and tracking their time onsite. Coordinate vendor schedules and service calls and validate work order completion for invoice approvals.
• Routine Inspections & Maintenance Support: Conduct regular office walk-throughs to identify potential facility issues, ensure meeting room tidiness, and monitor supply levels. Report malfunctions and assist in scheduling repairs with guidance from the Facility Manager.
• Basic Technical Assistance: Follow instructions from remote IT/AV teams to perform basic troubleshooting on office hardware (TVs, computers, etc.).
• Space Optimization & Moves: Work with the business unit to understand basic seating and layout needs and assist with minor employee/team reconfigurations or moves under guidance.
• Inventory Management: Track and maintain consumable supplies, process orders, document deliveries, and assist the Facility Manager with asset inventories.
• Safety & Compliance: Participate in weekly/monthly safety inspections, assist with emergency procedures (including 911 calls), and report all safety issues. Support the maintenance of compliance codes and contribute to monthly reports.
• Shipping & Receiving Support: Provide packaging materials and facilitate scheduled courier pickups.
• Ticketing System Management: Receive work orders from employees and create/manage ServiceNow tickets to resolve issues and track progress.
• Financial Coordination: Meet weekly with the accounting team to discuss purchase orders, pending invoices, and open financial items related to facility operations, ensuring budget adherence and accurate vendor payments.
• Project Support: Assist and support build-out projects as needed.

Qualifications

• Proven experience (2+ years) in a high-touch customer service, guest relations, office management, or reception role, preferably in a client-facing environment.
• Exceptional interpersonal, verbal, and written communication skills with a professional and welcoming demeanor.
• Strong organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Basic understanding of office equipment and a comfort level with following remote technical instructions.
• Ability to work independently, take initiative, and proactively identify and solve problems.
• Service-oriented mindset with a genuine desire to assist others.
• Ability to handle light physical tasks, such as moving supplies and setting up meeting spaces.

Professional Requirements

• Maintain a consistently professional and presentable appearance (business casual required when clients are present).
• Demonstrate excellent time management and punctuality, ensuring readiness at the reception desk from 8:30 AM to 5:30 PM daily (with flexibility for occasional earlier starts or later stays as needed).
• Be available for on-call support outside of regular business hours as required.
• Minimize personal calls and activities during work hours to ensure availability for guests and employees.
• Participate in weekly meetings with the Associate Director of Facilities Operations to review progress, plan, and address open items.

Hours of Operation

• Monday - Friday, 8:30 AM - 5:30 PM (including a 1-hour unpaid lunch break).
• Occasional shifts starting at 8:00 AM or requiring a later stay may be necessary with advance notice.

Additional information

All your information will be kept confidential according to EEO guidelines. This job description in no way states or implies that these are the only duties to be performed by the employee(s) currently in this position. Employee(s) will be required to follow any other job related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at-will" relations.