Facilities Coordinator

Facilities Coordinator

The Facilities Coordinator supports daily facility operations by delivering comprehensive facilities management services and continuously monitoring multiple office sites. This role works closely with property operating engineers and facility managers to ensure smooth execution of routine property management activities, including facility walkthroughs, procurement of supplies and services, vendor coordination, and general operational support. The Facilities Coordinator serves as a primary point of contact for clients, visitors, guests, and vendors while helping maintain a safe, clean, and well-organized work environment.

Responsibilities:

• Support the facility management team with tactical planning to achieve team goals and objectives.
• Manage and maintain assigned facility management tasks and small projects from initiation through completion.
• Provide continuous monitoring of offices and facilities and deliver general facilities management services across multiple locations.
• Act as a primary interface with clients, visitors, guests, and vendors, ensuring a professional and welcoming experience.
• Coordinate and schedule maintenance activities, ensuring proper follow-up and minimal disruption to daily operations.
• Provide clear direction and information to vendors, service providers, and facilities staff to support efficient service delivery.
• Support conference room reservations, meeting setups, and general office logistics to ensure spaces are ready and functioning properly.
• Assist with vehicle and equipment logistics and perform other operational duties as requested by facility leadership.
• Issue purchase orders, manage bid requests, and assist with service and construction contract administration.
• Process accounts payable and receivable related to facilities operations and support budgetary requests, analysis, and variance reporting.
• Update and maintain accurate operational documentation and site information, including webpages and records related to moves, events, reception, and building operations.
• Foster a culture of teamwork, cooperation, and performance excellence within the facilities team.
• Conduct daily facility walkthroughs across multiple locations to ensure clean, organized, and well-maintained work environments.
• Respond promptly to work orders and meet key performance indicator expectations while delivering outstanding customer service.
• Identify opportunities for operational improvement and service excellence and communicate recommendations to leadership.
• Conduct site assessments to ensure compliance with building procedures, safety requirements, and performance standards.
• Schedule and oversee repairs, maintenance tasks, and minor works with soft service vendors, ensuring completion to required standards.
• Assist with vendor procurement and service engagement, including obtaining quotes and coordinating service schedules.
• Coordinate site amenities and snack services and act as a key point of contact for related inquiries and issues.
• Provide support for reception and guest services, including mail and courier handling, office supplies, equipment maintenance, access cards, landlord relations, and safety and security tasks.
• Comply with all contract requirements and consistently meet or exceed KPI targets related to facilities operations.
• Deliver high-quality service as demonstrated through positive client feedback and adherence to service-level expectations.
• Coordinate site operations in alignment with agreed policies, procedures, and contract scope.

Essential Skills:

• Previous facilities coordinator or facilities experience of at least 2 years in facility or property administration.
• Associate degree in facilities management, business, building management, or a related field, or equivalent experience.
• Strong customer service orientation with excellent written, verbal, and interpersonal communication skills.
• Proficiency in the Microsoft Office Suite, including the ability to prepare and customize administrative reports.
• Experience using work order management systems and generating or customizing related reports.
• Solid organizational abilities with the capacity to multitask and manage multiple priorities effectively.
• Ability to work independently with minimal supervision while maintaining accountability for assigned tasks.
• Strong time management skills with a demonstrated ability to plan and manage work under time constraints.
• Ability to maintain professionalism and composure in stressful or fast-paced situations.
• Demonstrated sense of urgency and motivation, with the ability to respond quickly and take prompt action.

Additional Skills & Qualifications:

• Customer service experience in a facilities, property administration, or office services environment.
• Facilities coordination experience involving vendor management, procurement, and basic contract administration.
• Experience supporting conference room setups, office logistics, and general workplace operations.
• Familiarity with budget support activities, including accounts payable and receivable, and variance reporting.
• Strong attention to detail when maintaining operational documentation and site information.
• Ability to build cooperative relationships with engineers, facility managers, vendors, and internal stakeholders.
• Comfort working across multiple locations in a single day as operational needs require.
• Willingness to learn new systems and processes during an initial training period of approximately 23 weeks.

Work Environment:

This role operates in a professional office and facilities environment spanning multiple locations, with the possibility of traveling between sites on the same day as needed. The standard work schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with a one-hour lunch break. Training is flexible and typically completed within 2 to 3 weeks once equipment is received. The position involves frequent interaction with clients, visitors, vendors, and internal teams, as well as regular facility walkthroughs, office inspections, and coordination of on-site services. Work is primarily performed on-site, using standard office technology, the Microsoft Office Suite, and work order management systems. Free onsite parking is available for employees. The environment emphasizes teamwork, high-quality customer service, and adherence to safety, building procedures, and performance standards, with a professional dress code appropriate for an office and client-facing setting.

Job Type & Location:

This is a Contract position based out of Austin, TX.

Pay and Benefits:

The pay range for this position is $26.00 - $28.00/hr. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type:

This is a fully onsite position in Austin, TX.

Application Deadline:

This position is anticipated to close on Jul 17, 2026.