Front Desk Receptionist

Facilities Coordinator 1

The Facilities Coordinator 1 supports the smooth, safe, and efficient operation of an office environment by coordinating facilities services, overseeing vendors, and ensuring that workplace amenities and critical building systems function reliably. This role balances hands-on facilities support with administrative responsibilities, including managing work orders, maintaining documentation, and contributing to an excellent on-site experience for all occupants. The position operates on a Monday through Friday schedule from 8:00 AM to 5:00 PM and requires a strong customer service mindset, attention to detail, and the ability to work both independently and as part of a fast-paced team.

Responsibilities

• Conduct daily walkthroughs and site inspections to ensure the office environment remains clean, organized, safe, and fully operational.
• Respond promptly to all work orders, coordinating, scheduling, and managing repairs, maintenance activities, and minor works to meet key performance indicators and service expectations.
• Coordinate the delivery of site amenities and services, including fitness facilities, food services, events, meeting facilities, mail and courier services, and office moves.
• Provide clear direction and information to vendors, facilities staff, and other service providers to ensure seamless execution of onsite work and adherence to standards.
• Assist with vendor procurement processes and maintain accurate site records, web pages, and official documentation related to facilities operations.
• Support client relationship management by complying with contract requirements, meeting performance indicators, and delivering high-quality service informed by client feedback.
• Maintain and update emergency response plans, including evacuation procedures, after-hours emergency response protocols, and environmental health and safety standards.
• Support minor lab-related facilities activities as needed, ensuring coordination with relevant stakeholders and adherence to applicable procedures.
• Use information technology tools, platforms, and email to manage communications, documentation, and tracking of facilities activities and work orders.
• Collaborate closely with colleagues and vendors to resolve issues, support events, and contribute to a positive, service-oriented workplace culture.
• Occasionally lift, push, and move items as required to complete daily facilities tasks and support office moves or setup activities.

Essential Skills

• Excellent communication, organization, and problem-solving skills.
• Ability to work independently with minimal supervision while managing multiple tasks and priorities.
• Capability to effectively manage stressful situations and respond calmly to urgent or unexpected issues.
• Self-motivated, confident, energetic, and highly flexible approach to work.
• Ability to occasionally lift, push, and move items as needed to perform daily job duties.
• Strong teamwork skills and the ability to thrive in a fast-paced work environment.
• Proficiency with a range of information technology tools, platforms, and email communication.
• Customer service orientation and the ability to interact professionally with occupants, vendors, and stakeholders.
• Facility management and vendor management skills, including coordinating services and monitoring performance.
• Proficiency with Microsoft Office, including strong spreadsheet skills in Excel.
• Basic financial knowledge to support tracking, reporting, or analysis related to facilities operations.

Additional Skills & Qualifications

• Two years of experience, preferably in facilities management, property management, hospitality, or related fields.
• Prior experience in facilities management or facilities maintenance, including coordination of building services and amenities.
• Experience in property management or similar roles involving building operations and tenant or occupant support.
• Hospitality experience with a strong customer service focus and ability to support events and onsite services.
• Knowledge of local occupational health and safety requirements and critical facilities management practices.
• Basic understanding of technical property systems, including HVAC, chiller systems, fire protection, and mechanical and electrical systems.
• Familiarity with minor lab-related facilities activities or environments.
• Strong spreadsheet proficiency, particularly in Excel, to support data tracking and basic reporting.
• Proficiency in customer service practices, including handling inquiries, resolving issues, and maintaining a positive user experience.
• Experience working with facilities maintenance activities, including scheduling, follow-up, and quality checks.

Work Environment

This role is based in an onsite office environment with a standard schedule of Monday through Friday, 8:00 AM to 5:00 PM. The position involves regular movement throughout the facility to conduct walkthroughs, inspections, and checks of office, amenities, and potentially minor lab-related areas. The work includes coordinating services such as fitness facilities, food services, events, meeting rooms, and mail and courier operations, as well as supporting office moves and setups. The environment is fast-paced and service-oriented, requiring frequent interaction with internal teams, building occupants, and external vendors. The role relies heavily on information technology tools, email, and Microsoft Office, particularly Excel, for communication, documentation, and tracking. Occasional lifting, pushing, and moving of items is required to support facilities tasks and office changes. Parking is available, and the employee is responsible for covering any associated parking costs. Professional attire appropriate for a corporate office and vendor-facing environment is expected.

Job Type & Location

This is a Contract position based out of Pittsburgh, PA.

Pay and Benefits

The pay range for this position is $20.00 - $20.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

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)

Workplace Type

This is a fully onsite position in Pittsburgh, PA.

Application Deadline

This position is anticipated to close on Oct 21, 2026.