Facilities Coordinator

Job Description

Job Description

Job Title: Facilities / Moves Coordinator

Job Description

The Facilities / Moves Coordinator manages internal employee relocations and workspace transitions within corporate office environments, ensuring seamless moves, optimal space utilization, and minimal disruption to business operations. This role partners closely with employees, facilities teams, IT, building management, and external vendors to plan, coordinate, and execute moves while maintaining accurate space and asset documentation. The position requires strong organizational skills, excellent communication, and the ability to adapt to evolving workplace configurations and business needs.

Responsibilities

• Plan and execute internal employee relocations, including desk changes, department moves, and office reconfigurations while minimizing disruption to business operations.
• Create detailed move schedules, timelines, and project plans that coordinate activities across employees, IT teams, facilities, and external vendors.
• Serve as the primary point of contact for employees during relocations, clearly communicating packing requirements, move dates, and process expectations.
• Collaborate with facilities teams to develop and update floor plans, workspace assignments, and seating charts that align with space utilization strategies and workplace standards.
• Track and update office layouts, ensuring all workspace configurations are accurately documented and kept current.
• Coordinate with building management and security teams on move schedules, access requirements, and related logistics.
• Maintain comprehensive records of furniture, equipment, and technology assets being relocated to ensure nothing is lost or misplaced.
• Update and manage move databases, floor plans, and CMMS documentation with a high degree of accuracy and attention to detail.
• Create detailed move reports and document lessons learned to support continuous improvement of move processes and procedures.
• Address and resolve issues that arise during moves, including schedule conflicts, damaged items, and unforeseen logistics challenges.
• Develop contingency plans to ensure business continuity and minimize operational impact during relocations.
• Support employee onboarding and offboarding processes related to workspace assignments and workspace readiness.
• Manage procurement activities for move-related services, including obtaining competitive quotes and following up with vendors to ensure quality and timely delivery.
• Build and maintain effective relationships with moving companies, furniture installers, and other service providers, overseeing work quality and adherence to expectations.

Essential Skills

• 1–2 years of experience in moves coordination, facilities management, workspace planning, or a related field.
• Customer service experience with a strong focus on delivering responsive and professional support to employees and stakeholders.
• Experience in facilities maintenance or facility management environments.
• Hands-on experience coordinating moves and managing related logistics.
• CMMS (Computerized Maintenance Management Systems) experience.
• Strong written and verbal communication skills with the ability to interact professionally across all organizational levels.
• Advanced proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• Experience using space planning and floor plan management software.
• Experience working with database management tools to maintain accurate records and documentation.
• Exceptional organizational skills and meticulous attention to detail.
• Proven ability to manage multiple simultaneous projects and competing priorities.
• Strong problem-solving skills with the ability to develop creative solutions under pressure.
• Demonstrated vendor management experience, including coordinating and overseeing external service providers.
• Ability to work independently with minimal supervision while managing deadlines and deliverables.
• Valid driver's license and ability to travel to multiple sites within approximately a 10-mile radius.
• High school diploma or equivalent education.

Additional Skills & Qualifications

• Project management certification or formal project management training.
• Experience coordinating corporate office moves or large-scale workplace reconfigurations.
• Experience in commercial property management or corporate real estate.
• Familiarity with workplace strategy and space utilization best practices.
• Experience with AutoCAD, Revit, or similar space planning tools.
• Knowledge of office furniture systems and workplace ergonomics.
• Previous experience working in a corporate campus or multi-building environment.

Work Environment

This role operates within corporate office environments and may support a multi-building or campus-style setting. The position focuses on planning and coordinating internal moves, which involves frequent interaction with employees, facilities teams, IT, building management, and external vendors. Work typically involves regular office hours, with occasional flexibility needed to support moves that occur during off-hours or low-impact periods to minimize business disruption. The coordinator uses a variety of technologies and tools, including CMMS platforms, space planning and floor plan management software, database management tools, and the Microsoft Office Suite. The role requires periodic travel between sites within approximately a 10-mile radius to oversee moves, verify workspace readiness, and coordinate on-site logistics. The work environment emphasizes organization, attention to detail, and proactive communication to ensure smooth transitions and efficient use of office space.

This is a Contract position based out of Costa Mesa, CA.

The pay range for this position is $28.00 - $30.00/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)

This is a fully onsite position in Costa Mesa,CA.

This position is anticipated to close on Aug 3, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.