Facilities Operations Coordinator

Job Description

Job Description

We are seeking a dependable and organized Facilities Operations Coordinator to support the daily operations of a nonprofit organization's administrative offices. This onsite role is responsible for ensuring the facility remains safe, functional, and well maintained while coordinating vendors, managing office services, and supporting employees with day-to-day facility needs. The ideal candidate is proactive, customer service driven, and thrives in a fast-paced environment. Facilities coordinators in nonprofit environments commonly oversee vendor management, maintenance coordination, safety compliance, office operations, and administrative support.

Key Responsibilities

• Coordinate daily facility operations and respond to maintenance requests.
• Submit, monitor, and close work orders for building repairs and preventative maintenance.
• Serve as the primary contact for janitorial, landscaping, HVAC, plumbing, electrical, and other service vendors.
• Schedule vendor visits and ensure work is completed accurately and on time.
• Conduct routine facility inspections to identify maintenance or safety concerns.
• Maintain inventory of office, janitorial, and facility supplies.
• Coordinate office moves, workstation setups, furniture installations, and conference room arrangements.
• Support employee onboarding by preparing workstations and office equipment.
• Process facilities invoices, purchase orders, and vendor documentation.
• Maintain service contracts, maintenance records, warranties, and compliance documentation.
• Assist with workplace safety programs, emergency preparedness, and OSHA compliance.
• Coordinate fire inspections, alarm testing, and other required building inspections.
• Support company meetings, training sessions, and special events by arranging room setups and logistics.
• Partner with IT, HR, Finance, and leadership to support day-to-day operational needs.
• Track facilities budgets, expenses, and vendor performance.
• Recommend process improvements that enhance workplace efficiency and employee experience.
• Perform additional administrative and facilities-related duties as assigned.

• 2 to 5 years of facilities coordination, office management, workplace operations, or property administration experience.
• Experience coordinating vendors and building maintenance services.
• Strong organizational, communication, and customer service skills.
• Proficiency in Microsoft Office, particularly Outlook, Excel, and Word.
• Ability to prioritize multiple projects in a fast-paced environment.