Operations & Facilities Coordinator

Job Description

Job Description

Multi-Site Operations & Facilities Partner
We are looking for a highly organized, resourceful, and hands-on Multi-Site Operations & Facilities Partner to support the day-to-day operations of our growing portfolio of coworking locations. This role will serve as a key partner across our locations, taking ownership of facilities issues, vendor relationships, IT coordination, procurement, asset management, preventive maintenance, and new-location setup.

The ideal candidate is someone who takes ownership, follows issues through to resolution, communicates proactively, and is comfortable managing multiple priorities across multiple locations. You will work closely with vendors, contractors, property managers, IT providers, and internal teams to ensure our spaces are well maintained, properly equipped, and operating smoothly.
This is a highly practical role for someone who enjoys solving problems and making things happen.
Key Responsibilities

Facilities & Building Operations

• Serve as a central point of contact for routine facility and building issues across multiple coworking locations.
• Receive, prioritize, and coordinate resolution of facility issues and service requests.
• Own the facilities ticket queue, including prioritization, follow-up, communication, and SLA tracking.
• Coordinate with property managers regarding building maintenance, repairs, access, common areas, HVAC, plumbing, electrical, and other building-related issues.
• Identify recurring facility issues and recommend solutions to improve reliability and member experience.
• Establish and maintain preventive maintenance schedules and track completion.

Vendor Management

• Maintain relationships with vendors, contractors, service providers, and property management teams.
• Coordinate service calls, obtain quotes, schedule work, monitor completion, and resolve issues or delays.
• Maintain a centralized vendor database including contacts, services, pricing, contracts, insurance/COIs, and other relevant information.
• Negotiate or assist with pricing, service terms, and renewals where appropriate.
• Ensure vendors meet expectations for quality, responsiveness, and cost.
• Escalate vendor performance issues and drive them through resolution.

IT & Technology Coordination

• Coordinate with internal and external IT providers on equipment, service issues, installations, and escalations.
• Track computers, monitors, TVs, networking equipment, printers, and other technology assets.
• Coordinate equipment replacements, installations, repairs, and decommissioning.
• Maintain accurate records of technology assets by location.

Copiers & Printers

• Manage copier and printer relationships across locations.
• Assist with service calls, maintenance, supplies, replacements, and equipment moves.

Procurement & Inventory

• Manage procurement of office supplies, equipment, furniture, kitchen supplies, décor, and other operational items.
• Obtain quotes and compare vendors and pricing.
• Coordinate delivery, installation, and placement of purchased items.
• Maintain accurate inventory of key assets and equipment across all locations.
• Identify replacement needs before they become operational problems.

New Location Openings

• Assist with operational setup for new coworking locations.
• Maintain and execute a comprehensive new-location opening checklist.
• Coordinate vendors, IT providers, furniture deliveries, signage, kitchen/beverage setup, supplies, décor, equipment, and other operational requirements.
• Track open items and ensure all operational requirements are completed before opening.

Coffee & Beverage Programs

• Set up and manage relationships with coffee, beverage, water, snack, and related vendors.
• Coordinate equipment, deliveries, service, supplies, and ongoing vendor performance.
• Monitor usage and identify opportunities to improve service and control costs.

Décor & Workplace Experience

• Source and procure artwork, plants, accessories, kitchen items, furniture, and other items that contribute to the look and feel of each coworking location.
• Maintain consistency in the quality and presentation of spaces while accommodating the unique needs of each location.

Contracts, CapEx & Budget Support

• Assist with vendor and service contracts, including pricing, renewal dates, terms, and required documentation.
• Track upcoming renewals and proactively recommend actions.
• Identify facility and equipment replacement needs and coordinate approved CapEx projects.
• Obtain quotes, coordinate vendors, track timelines, and confirm completion.
• Assist with operational budgeting and identifying cost-saving opportunities.

What We're Looking For

• 3+ years of relevant experience in operations, facilities, property management, office management, hospitality, coworking, or a related field.
• Strong organizational and project-management skills.
• Excellent follow-through—you don't let issues disappear or sit unresolved.
• Comfortable managing multiple locations and many concurrent priorities.
• Strong vendor-management and communication skills.
• Ability to communicate professionally with property managers, contractors, IT providers, and service vendors.
• Comfortable obtaining quotes, comparing pricing, negotiating when appropriate, and managing vendor performance.
• Strong attention to detail and ability to maintain accurate records.
• Comfortable working with ticketing systems, spreadsheets, inventory systems, and basic technology platforms.
• Resourceful problem solver who can figure out who to call and what to do when something goes wrong.
• Ability to work independently and take ownership without requiring constant direction.
• Willingness to occasionally visit locations, meet vendors, inspect work, or coordinate deliveries/installations.
• A service-oriented mindset and pride in maintaining professional, attractive, and functional workspaces.

The Ideal Candidate: You are the person who hears, “The printer is down, the AC isn't working, the coffee machine needs service, and the IT vendor hasn't responded,” and thinks: “I'll take care of it.” You are organized enough to keep track of dozens of vendors, contracts, tickets, assets, and deadlines—but practical enough to pick up the phone and solve a problem when necessary. You don't just coordinate tasks. You own the outcome.

Success in This Role Looks Like

• Facility issues are resolved quickly and communicated proactively.
• Vendors are responsive, accountable, and properly managed.
• Contracts, renewals, pricing, COIs, and vendor information are always current.
• Equipment and assets are accurately tracked across all locations.
• Preventive maintenance happens before equipment fails.
• New locations are operationally ready on schedule.
• Procurement is organized, cost-conscious, and timely.
• Facilities tickets are consistently managed within established SLAs.
• Coworking locations remain clean, functional, attractive, and well equipped.
• Leadership can rely on you to identify problems, recommend solutions, and own them through completion .

Must haves:

• An energetic team player with a positive personality.
• Flexible, reliable, results-oriented, and self-motivated.
• Excellent oral, written and presentation communication skills.
• Fluent English (Spanish is a plus).
• Basic computer skills and knowledge of basic IT.
• Ability to multi-task and work efficiently in a fast paced environment.
• Ability to take/provide constructive and positive feedback.
• Ability to stand on feet for long periods of time.
• Ability to operate a computer and monitor for long periods of time.
• Must be in good physical condition and be able to lift over 50 lbs.
• Must have valid driver's license, reliable transportation and be willing to travel between locations as needed.

Compensation/Benefits:

• Base Salary $60,000.00-$70,000.00 BOE
• 3 Weeks of Paid Time Off + Holidays
• Health / Dental / Vision after 90 days

Travel: Local travel between locations as needed.