Facility Coordinator

We are looking for a Facility Coordinator to support daily front desk and facilities operations for a Long-term Contract position based in Palo Alto, California. This role focuses on administrative coordination, vendor communication, site support, and accurate documentation to help maintain a safe, organized, and efficient environment. The ideal candidate is highly organized, comfortable managing multiple priorities, and confident working with internal teams, suppliers, and service partners.Responsibilities:• Support facility operations by coordinating service requests, processing purchasing-related documentation, and arranging needed office and site supplies.• Communicate incident-related updates using established procedures and help ensure the right internal stakeholders receive timely information.• Assist with property walkthroughs, track action items, and follow up with vendors and internal teams to keep inspection-related work moving forward.• Prepare materials for new site openings, including welcome resources, project paperwork, and cost tracking documentation.• Maintain records for furniture, finishes, and related standards while helping monitor inventory and supporting facilities documentation needs.• Partner with facilities and business leadership to track purchase orders, update supplier and customer records, and support accurate financial administration.• Coordinate onsite meetings and events such as town halls, leadership rounds, and employee engagement activities, including agenda preparation and scheduling support.• Complete facility condition reviews, document findings, generate reports from electronic systems, and provide status updates on work order schedules and follow-up items.• Support annual compliance correspondence related to Fire Life Safety requirements and track responses for reporting purposes.• Assist leadership with forecasting, operational reviews, and assessment of facility needs by compiling and organizing relevant data.