Facilities & Office Coordinator

Facilities & Security Coordinator

The Facilities & Security Coordinator combines hands-on facility management with security, access administration, and safety oversight to keep Gibson's Nashville headquarters and Retail Garages running smoothly and securely. Reporting to the VP of Global Human Resources (dotted line to the Global Director of Security), this role administers access control and badge programs, monitors CCTV and visitor management, serves as the point of contact during facility emergencies, and supports day-to-day facility operations, vendor management, inventory control, and invoicing. This is a hands-on, highly visible position that requires a demonstrated ability to work with people across a fast-paced organization while safeguarding Gibson's people, property, and information.

Essential Functions

Facilities Coordinator

• Works closely with building landlord and vendor management regarding facility issues.
• Provides recommendations for upgrading office space planning and design.
• Establishes and maintains an effective facility management program by setting work requirements, coordinating, planning, prioritizing, and completing short- and long-term projects.
• Schedules, supervises, and evaluates the work of contractors and vendors.
• Responsible for daily facility maintenance and preventative maintenance, including timely and effective communication with Team Members and other stakeholders for HQ and Gibson Garages.
• Assists the Facilities Directors with development of objectives, strategy, budgets, short- and long-range plans, and monitors performance against established plans and budgets.

Office Administration & Front Desk

• Greets visitors and provides a positive first impression and experience as the first point of contact at Headquarters.
• Coordinates the mail room and distribution of incoming and outgoing mail, creating an efficient and effective process.
• Manages office and breakroom supplies and ensures equipment is cleaned and maintained.
• Manages correspondence, schedules appointments, organizes files, and prepares documents.
• Supports security protocols across people, products, and processes.
• Adherence to the Gibson Cardinal Safety Rules as per the Gibson Playbook.
• Other duties as assigned.

Security, Access Administration & Life Safety

• Assist in administering access control for Gibson HQ and Retail Garages, including provisioning, modifying, and deactivating user credentials in coordination with security and HR.
• Issues, tracks, and deactivates Team Member and contractor access badges, maintaining accurate records of badge assignments and returns.
• Monitors CCTV systems for operational status and coordinates camera maintenance/repair with vendors.
• Manage visitor management processes, including visitor check-in/check-out procedures, badge issuance for guests, and maintaining visitor logs.
• Serves as point of contact during facility emergencies (fire, severe weather, medical incidents, power outages), coordinating initial response with on-site security, building management, and emergency services.
• Maintains up-to-date emergency contact lists and emergency signage/equipment (AEDs and first aid kits).
• Documents and reports on incidents and emergency events, ensuring timely escalation to the Global Director of Security, and corporate management as appropriate.
• Supports business continuity planning by identifying facility-related risks and recommending mitigation measures.

Inventory & Maintenance Operations

• Assist in maintaining inventory control for HQ facility supplies, equipment, and security-related hardware (badges, access devices, CCTV components).
• Manages key management processes, including issuance, tracking, return of physical keys and key cards; maintains accurate key control logs and investigates lost or unreturned keys.
• Administers the gate pass process, including issuance, verification, and logging of gate passes in coordination with security protocols.
• Prioritizes and routes maintenance requests to the correct internal team or vendor based on urgency and scope.

Financial & Data Administration

• Codes and processes vendor and contractor invoices related to facilities and security services, ensuring accuracy and proper cost-center/budget allocation.
• Reconciles coded invoices against purchase orders, contracts, or service agreements prior to approval.
• Tracks and reports on facilities and security data.

Required Skills/Abilities

• Strong organizational skills and ability to manage multiple projects.
• Project management skills combined with the ability to work as part of a team.
• Good planning, scheduling, oral, and written communication skills.
• Ability to respond effectively to the most sensitive inquiries or complaints.
• Thorough working knowledge of facilities management.
• Technical and comprehensive knowledge of operating procedures for office equipment.
• Strong customer service skills and a genuinely polite, professional persona with all people interactions.
• Demonstrates proficiency in Microsoft applications.
• Ability to work under pressure and continuously meet deadlines.
• Exceptional attention to detail with follow-through.
• High level of integrity and dependability with a strong sense of urgency and results-orientation, with a track record for delivering to plan.
• Flexibility to adapt quickly to changing circumstances.
• Ethical responsibility over confidential information, particularly access credentials, security footage, and incident reports.
• Effective and active listening skills.

Required Education and Experience

• 4+ years of experience in administrative duties, facilities coordination, or security/access administration.
• Proven ability to work with all levels of management and foster relationships.
• Proven experience supporting day-to-day facilities management, office administration, and/or physical security operations.
• Advanced experience with Brivo and Sign In a plus.

Personal Qualities

• Passionate about working and winning in a team environment.
• Results oriented and driven, with a track record for delivering to plan.
• Flexibility to adapt quickly to changing circumstances.
• Able to proactively question and challenge to prioritize and identify solutions in timely manner.
• Clear and logical thinker.
• Relish working in a company with a diverse, challenging, and fast paced environment.

Travel Requirements

• Periodic travel to and between the company's manufacturing and sales locations will be required (approximately 5%); otherwise primarily office-based with occasional off-site activities.

Physical Demands

• Has the flexibility to bend/stoop, squat, and kneel repetitively.
• Has the ability to walk extensively throughout the facilities.
• Ability to lift and move up to 20 lbs.