Office & Facilities Coordinator

Job Description

Job Description

Office and Facilities Coordinator ( permanent position) – Durham , NC

Our client is seeking an Office & Facilities Coordinator who is the operational backbone of our client’s Durham headquarters. This is a highly visible, high-impact role for someone who takes genuine pride in keeping the office running efficiently — from managing the CEO's calendar to setting up a team lunch, cleaning up after company events and meetings, and ensuring a new hire's first day feels seamless.

This is a permanent position working on-site in the downtown Durham , NC office. The salary range starts at $60 ,000 , but there is upward mobility for more experience . The role offers a competitive base salary and great benefits. Candidates must reside in the Raleigh-Durham metro area to fulfill the schedule needs of the role, but non-local candidates willing to relocate at their own expense may be considered. No visa sponsorship or subcontracting arrangements.

About This Role

The work spans administrative support for the CEO and CTO, day-to-day office management, event coordination. hands-on execution, and facilities oversight. No two days look exactly alike, and that's part of what makes it a great fit for someone who is energized by variety, takes ownership instinctively, and doesn't see any task as beneath them.

If you thrive in a support role, care about the details that make the environment work well, and want to be part of a mission-driven company doing genuinely important science — this is the role for you.

Essential Functions

Administrative Support – CEO and CTO

1. Provide dedicated administrative support to the CEO and CTO, including proactive calendar management, meeting scheduling, travel coordination, and expense reporting
2. Anticipate needs and manage competing priorities to protect the CEO's time, ensuring critical commitments are met
3. Maintain the corporate meeting and holiday calendars
4. Coordinate logistics for board meetings, leadership team sessions, and key internal and external meetings, and support the client's Board of Directors as needed
5. Draft and manage correspondence as needed, maintaining a professional and timely response cadence
6. Assist HR and Chief of Staff as needed with various tasks

Office Management & Event Coordination

1. Serve as the primary point of contact for day-to-day operational needs, maintaining a welcoming and well-functioning headquarters environment
2. Own full-cycle event coordination for internal gatherings, team lunches, all-hands meetings, offsites, and company events — including setup, catering coordination, and post-event cleanup
3. Manage office supply procurement, vendor relationships, and onsite service contracts, balancing quality and cost-effectiveness
4. Own the onsite experience for new hires, visitors, and guests, ensuring first impressions reflect the client’s culture and professionalism, and partner with HR on onboarding logistics to ensure new employees are set up and ready from day one
5. Liaise with visitors, investors, vendors, and candidates as required; coordinate conference room setup, offsite meeting locations, and catering as needed

Facilities Coordination

1. Manage day-to-day facilities coordination, including building management relationships, maintenance requests, and vendor oversight
2. Serve as the primary liaison with building management and external facilities vendors, tracking open items through to resolution
3. Support safety and compliance requirements for the Durham office, coordinating with relevant internal stakeholders
4. Partner with HR and Operations on space planning, utilization tracking, and on-site infrastructure as the company evolves

Required Education & Experience

1. Bachelor's degree or equivalent professional experience
2. 3+ years of experience in an administrative or office management role; experience supporting senior leadership a plus
3. Demonstrated ability to handle a wide range of tasks — from executive scheduling to physical event setup — with equal professionalism and ownership
4. Proficiency in Microsoft Office products including Outlook, Word, and PowerPoint
5. Strong organizational skills with exceptional attention to detail and follow-through
6. Demonstrated ability to handle confidential information with discretion and good judgment
7. Proactive problem-solver who anticipates needs and takes initiative without being asked
8. Reliable, flexible, and fully comfortable being the person who makes things happen behind the scenes
9. Strong interpersonal skills with the ability to work effectively across all levels of the organization

Preferred Qualifications

1. Experience in a startup, biotech, or fast-paced growth-stage company environment
2. Familiarity with facilities management, vendor coordination, and space planning
3. Experience supporting a CEO or C-suite executive
4. Experience planning and executing internal events end-to-end

Client Benefits

1. Comprehensive Benefits Plan, including Medical, Dental, Vision, HSA/FSA, 401k, Life Insurance, Short-Term & Long-Term Disability, and more!
2. Flexible PTO (use what you need, when you need it), in addition to company holidays.
3. Casual work environment.
4. Mission-driven organization focused on creating healthier fruits and veggies.
5. A cutting-edge, driven community looking to lead the industry in innovation and nutrition.

If you're ready to step into a role where your skills directly shape organizational success, where every day tests your abilities in new ways, and where you'll grow alongside visionary leadership—this is your opportunity.

Contact Martha Michaux at View email address on ziprecruiter.com with questions regarding this posting. A Word resume is preferred when applying.

When looking for a job, have you ever heard the phrase… it is not about what you know, it is who you know? At HireNetworks, it really is all about who we know. Whether your current contract is coming to a close, you’re looking to advance your career or are a company on the hunt for new talent and wanting to expand…let HireNetworks put our networks to work for you. HireNetworks is an equal opportunity employer.