Facilities Associate

Job Description

Job Description

The Facilities Coordinator supports the day-to-day operation, maintenance, and safety of Neumo’s offices and operational sites. This role coordinates maintenance and repair requests, schedules vendors and contractors, maintains office services and supplies, and supports physical security and safety programs. Serving as the first point of contact for facilities needs, the Coordinator keeps work environments safe, functional, and welcoming for employees and visitors, and success is measured by response time on facilities requests, vendor performance, and site readiness. This position is offered at three career levels — I, II, and III — distinguished by years of experience, scope of judgment, and demonstrated ownership. As team members advance, they take on greater complexity, autonomy, and responsibility, including mentorship of junior team members.

Essential Duties & Responsibilities

• Receive, triage, and track facilities work orders and maintenance requests through to completion, communicating status to requesters.
• Schedule and coordinate vendors and contractors for maintenance, repairs, janitorial, landscaping, and other site services, verifying work quality and completion.
• Perform routine site inspections and light maintenance tasks, escalating larger issues to the Facilities Manager / Director.
• Maintain office services, including supplies inventory, mail and shipping/receiving, furniture and space setups, and meeting-room readiness.
• Support onboarding and offboarding logistics, including workspace assignments, badges, and access-control updates.
• Administer physical security processes, including badge issuance, visitor management, and camera/access-control system support.
• Support safety and compliance programs, including fire and life-safety inspections, OSHA-related documentation, emergency preparedness supplies, and incident reporting.
• Maintain accurate facilities records, including vendor contracts, certificates of insurance, maintenance logs, and floor plans.
• Process facilities invoices and purchase requests, tracking spend against budget in partnership with the Facilities Manager / Director.
• Assist with office moves, expansions, and special projects as assigned.
• Performs other related duties as assigned.

Success Criteria

• First 90 days: Fully onboarded to Neumo’s sites, vendors, and work-order processes; independently triaging and closing routine facilities requests.
• 6 months: Work-order response and completion times consistently meet expectations; vendor schedules, records, and safety documentation are current and audit-ready.
• 12 months: Sustains site readiness and safety compliance across assigned locations and has delivered measurable improvements to at least one facilities process (e.g., intake, inspections, or supply management).

Supervisory Responsibilities

• This position has no formal supervisory responsibility.
• Coordinates the on-site work of vendors and contractors without direct-line management authority.

Level Differentiation

Level I — Associate Facilities Coordinator

• Handles routine work orders, office services, and supply tasks under established guidance.
• Supports vendor scheduling and site inspections; escalates non-standard issues.
• Applies established safety and security procedures with limited independent judgment.

Required Skills & Competencies

• Strong organizational skills and the ability to manage multiple open requests and vendor schedules simultaneously.
• Effective verbal and written communication with employees, vendors, and building management.
• Basic knowledge of building systems (HVAC, electrical, plumbing) sufficient to triage and describe issues accurately.
• Proficiency with Microsoft Office and comfort using work-order, badge/access, or ticketing systems.
• Customer-service orientation with a proactive, hands-on approach to problem-solving.
• Sound judgment on safety, security, and escalation decisions.

Education, Experience & Certifications

• High school diploma or equivalent; 0–2 years of facilities support, office coordination, or customer-service experience.
• Valid driver’s license and ability to travel between local company sites (all levels).
• An equivalent combination of education and experience may be considered.

Preferred:

• Experience coordinating vendors or contractors in a multi-site environment.
• Familiarity with badge/access-control and camera systems.
• OSHA 10 or similar safety training.

Compensation & Benefits

Neumo offers a competitive total rewards package, including base salary, incentive opportunities where applicable, and a comprehensive benefits program. Compensation for each position is determined through Neumo’s job leveling and salary structure and reflects the candidate’s experience, skills, and qualifications. Where required by applicable pay-transparency laws, a good-faith pay range and a description of benefits and other compensation will be provided in the job posting.

Physical Requirements

This position requires the ability to perform the following, with or without reasonable accommodation:

• Regular movement about office and operational sites, including standing, walking, bending, and climbing stairs or ladders.
• Ability to lift and move items up to 40 pounds, such as furniture, supplies, and packages.
• Manual dexterity to perform light maintenance tasks and operate standard office equipment.
• Ability to communicate clearly in person, by phone, and in writing.

Work Environment & Travel

This is an onsite role performed across office and operational environments, with regular movement between building areas and occasional exposure to mechanical rooms, loading docks, and outdoor conditions.

Work location: ☒ Onsite ([Insert location]) ☐ Hybrid ([Insert # days onsite per week]) ☐ Remote ([Insert approved states/countries])

Travel: ☐ None    ☒ Up to 10%    ☐ Up to 25%    ☐ Up to 50%    ☐ More than 50%

Schedule: Standard full-time schedule; occasional early, evening, or weekend hours to support maintenance windows, deliveries, or facilities incidents.

Equal Employment Opportunity & Accommodations

Neumo is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable law.

Neumo provides reasonable accommodations for qualified individuals with disabilities throughout the application and interview process and during employment. To request an accommodation, contact View email address on ziprecruiter.com.