Facilities Operations Coordinator

Overview The Facilities Coordinator supports the day‑to‑day operations, tenant experience, and space planning of the organization's multi‑story headquarters building, while also assisting with remote operational support for several additional facilities. This early‑career role focuses on vendor coordination, service request management, workplace support, and documentation, under the guidance of the Corporate Facilities Manager. All facilities services, operations, and maintenance are delivered by external service providers. Responsibilities Key Responsibilities – Headquarters Operations (Primary Focus) Support daily operations of the HQ building and assist with routine walkthroughs Serve as an on‑site point of contact for employees, visitors, and vendors Monitor cleanliness, comfort, lighting, and general condition of common areas Assist with building schedules, access requests, and operational notices Track and follow up on service issues to ensure timely resolution Remote Facilities Support (Secondary Focus) Provide coordination support for assigned remote facilities Serve as a facilities contact for basic requests and escalations Track service requests and vendor activities remotely Assist with reporting, documentation, and follow‑up for remote sites Travel to remote locations periodically as required Vendor Coordination & Service Requests Enter, track, and close work orders in CMMS or service platforms Coordinate vendor access, badging, and escorts as required Maintain vendor contact lists and service schedules Review service reports and completion documentation Escalate service delays or issues to the Corporate Facilities Manager Facilities Operations & Maintenance (Outsourced) Support preventive maintenance tracking for building systems Assist with inspection scheduling, testing, and certifications Collect and organize maintenance reports and deficiency logs Help maintain asset lists, warranties, and service records Support emergency response coordination as directed Tenant Experience & Workplace Services Serve as a responsive, customer‑service‑focused contact for facilities‑related requests and inquiries Provide timely updates on request status, maintenance activities, and facility changes Support conference room setups, meetings, and events Assist with employee onboarding and move‑in support Help communicate planned maintenance and service interruptions Support executive and VIP visits at HQ Space Planning & Move Support Maintain floor plans, seating charts, and space data Assist with office moves, seating changes, and furniture coordination Support Moves, Adds, and Changes (MAC) activities Coordinate with furniture vendors and movers Coordinate small projects or office improvements under the guidance of the Corporate Facilities Manager Ensure space changes align with safety and building standards Budget Tracking & Administrative Support Assist with tracking facilities expenses Help review vendor invoices for accuracy Support budget reporting and documentation Assist with CapEx tracking and project files Identify cost‑saving opportunities for review Maintain organized records, including maintenance logs, compliance documentation, and asset information Health, Safety & Compliance Support Support safety inspections and audits Assist with emergency preparedness activities and drills Help maintain incident and safety logs Track compliance documentation and certifications Escalate safety concerns promptly Reporting & Documentation Maintain facilities databases and document repositories Assist with weekly and monthly reporting Track KPIs such as response times and issue resolution Document SOPs and basic procedures Provide regular status updates to the Corporate Facilities Manager Qualifications Required Bachelor's degree or higher in a related field 0+ years of experience in facilities, property management, or operations Strong organizational and communication skills Ability to manage multiple tasks and coordinate vendors Proficiency with Microsoft Office tools Preferred At least 1 year of prior related experience Experience working with external service providers Familiarity with CMMS or service request systems Exposure to corporate or commercial office environments Abilities Exposure to computer screens for an extended period of time Sitting for extended periods of time Reach by extending hands or arms in any direction Have finger dexterity in order to manipulate objects with fingers rather than whole hands or arms, for example, using a keyboard Listen to and understand information and ideas presented through spoken words and sentences Communicate information and ideas in speaking so others will understand Read and understand information and ideas presented in writing Apply general rules to specific problems to produce answers that make sense Identify and understand the speech of another person #J-18808-Ljbffr