Facilities Coordinator

MalaceHR is seeking a Facilities Coordinator / Maintenance Technician to support the day-to-day operations of a professional office environment in Redwood City, CA. 

This role is ideal for someone with experience in facilities coordination, maintenance operations, property services, hospitality, or workplace support. The successful candidate will be responsible for creating, managing, and completing facility service tickets while coordinating maintenance activities, vendor services, workplace operations, and customer support functions.

Key Responsibilities

Facilities Operations & Service Delivery

• Create, assign, track, and close facility maintenance and service tickets.
• Conduct daily facility walkthroughs to ensure the workplace remains clean, organized, safe, and operational.
• Respond promptly to work orders while maintaining service-level expectations and delivering excellent customer service.
• Coordinate repairs, preventive maintenance activities, minor projects, and facility-related service requests from initiation through completion.
• Monitor and ensure compliance with building procedures, operational standards, and safety requirements.
• Identify opportunities for operational improvements and recommend solutions that enhance service delivery and workplace experience.
• Assist with furniture moves, office reconfigurations, workstation setups, and space changes.
• Coordinate conference room setups, meetings, events, and workplace support services.
• Support office operations including reception coverage, visitor assistance, mail and courier services, office supply management, and building access administration.
• Maintain accurate facility records, documentation, service logs, and operational reports.
• Assist with emergency preparedness planning, evacuation procedures, and health and safety initiatives.

Vendor & Contractor Coordination

• Coordinate and communicate with vendors, contractors, and service providers to ensure work is completed safely, efficiently, and with minimal disruption.
• Schedule service visits and monitor vendor performance.
• Assist with sourcing and procurement of maintenance vendors and facility-related services as needed.

Client & Workplace Support

• Build positive relationships with employees, clients, vendors, and building management.
• Deliver a high level of customer service and workplace support.
• Ensure all facility services are performed in accordance with established policies, procedures, and client expectations.
• Support continuous improvement efforts that enhance workplace operations and employee experience.

Qualifications

Required

• Previous experience in facilities coordination, facilities maintenance, property management, hospitality, workplace services, or a related field.
• Strong organizational and multitasking skills.
• Excellent communication and customer service abilities.
• Ability to work independently and prioritize multiple responsibilities.
• Comfortable using computerized work order management systems and general office software.
• Ability to lift, move, push, or carry up to 50 pounds as needed.
• Self-motivated, dependable, and adaptable in a fast-paced environment.

Preferred

• Experience coordinating maintenance activities and facility service requests.
• Knowledge of vendor management and contractor coordination.
• Understanding of workplace safety requirements and building operations.
• Familiarity with commercial building systems including HVAC, fire protection, electrical, mechanical, or building automation systems.
• Experience supporting office moves, furniture installations, and workplace events.