Facilities Coordinator

Job Description

Job Description

Now is a great time to join our growing company! The Millennium Group (TMG) is an award-winning business process outsourcing firm focused on print, mail, document scanning, reception, and related office support services for Fortune 500 companies, professional service firms, and institutions of higher education. TMG is looking for highly motivated, enthusiastic team players interested in a career rather than just a job. With a team of over 1,500 nationwide associates, TMG is seeking an individual who can uniquely contribute to our 30+ years of success in the industry

Required Experience/Skills

Administrative Services

• Handle purchasing operations, including preparing requisitions and processing purchase orders.                                                                       
• Manage Accounts Payable workflows and invoice tracking by gathering necessary documentation, checking PO
  statuses, resolving discrepancies, and keeping cost records updated.                                                                                                             
• Maintain cost summary reports.
• Record, track, and update facility service requests across internal software and landlord portals.                                                                     
• Place and track work orders with vendors and property management for HVAC, lighting, plumbing, cleaning, maintenance, and safety concerns, collaborating with team members and vendors through issue resolution.
• Update floor plans, nameplates, and seating arrangements in Zoom Workspace, coordinating desk availability and new hire onboarding with department leads, and managing internal desk moves.
• Prepare and distribute site-wide communications to notify employees of planned maintenance,inspections, and facility updates with minimal operational impact.
• Administer gym membership programs and liaise with building management regarding membership billing processes.
• Manage office inventory. Order food and beverages, track stock levels, accept deliveries, and arrange restocking according to workplace requirements.
• Provide backup support to the Facility Coordinator and assist with special administrative projects as directed by management.

EBC | Conference Room Coordination (San Ramon)

• Act as the central point of contact for scheduling and catering across conference rooms, training spaces, the Deal Room, and the EBC.               
• Deliver hands-on meeting support, assisting end users with setup and teardown-including reconfiguring tables, chairs, partitions, staging, banners, and branding. Calculate capacity limits using schematic layouts and dimensions, manually repositioning furniture as required.
• Deliver high-touch, white-glove support to internal teams and visiting executives.
• Apply working knowledge of fire codes and egress guidelines to prevent exceeding room capacity limits or obstructing emergency exits.
• Maintain operational knowledge of AV systems to assist Global IT Infrastructure when local IT staff are unavailable, helping coordinate with integrated AV vendors on rack equipment maintenance and hardware RMAs.
• Escalate technical or hardware issues directly to the IT support group.

Qualifications:

● 6+ years of experience in office coordination, workplace operations, facilities administration, hospitality, or a similar support role.
● Strong expertise in written and verbal communication, effective problem-solving, and customer-focused support.
● Proficiency in Google Workspace and Microsoft Office applications.
● Familiarity with using ticketing, invoice, procurement, and workplace management systems.
● Proven ability to liaise with employees, vendors, IT, Facilities, Procurement, and Accounts Payable, including submitting and tracking tickets via landlord systems.
● Proactive, self-directed work style with the flexibility to shift priorities smoothly as requirements evolve.
● High level of organizational skill, meticulous recordkeeping, follow-through, and keen attention to detail.
● Ability to plan, organize, and prioritize daily activities and incoming requests independently with suitable supervision.
● Collaborative team player capable of partnering with professionals across disciplines, including engineers, plumbers, electricians, and maintenance personnel.
● Strong commitment to safety excellence, driving safety-minded behavior, maintaining confidentiality, and promptly escalating issues.
● Readiness and ability to respond to building and equipment emergencies.                                                                                                              ● Education Degree in Facilities Management, Business Administration, Project Management, Procurement, Corporate Real Estate, or a related field, or equivalent practical experience delivering administrative and workplace facilities services within an office setting.