Facility Coordinator

Job Description

Job Description

The Facility Coordinator will oversee various DCS facilities providing support to the Director of Corporate Services. The Facility Coordinator will sit in the Southern Maryland office and provide facilities management services to assigned offices, issue and manage purchase orders, monitor facility-related expenditures against budget, collaborate with property managers, and vendors, among other duties as needed. This role is required to be in the office daily, Monday through Friday.

Essential Job Functions:

Answer all incoming phone calls and route them to the appropriate person.

Screen all Southern Maryland visitors and vendors per DCS guidelines and notify the appropriate person to escort guests inside the facility.

Distribute access badges and maintain a record of visitors following badging and access protocols and tracking compliance across DCS facilities.

Open and close the front office and ensure reception area is always clean and tidy.

Ensure all facility systems and supporting equipment are fully operational through regular inspections and preventive maintenance of mechanical, electrical, plumbing, and HVAC systems.

Monitor and maintain building functions, resolving issues promptly in coordination with internal teams and external vendors.

Act as a central point of contact for vendors and internal DCS clients regarding Corporate Services functions.

Develop and maintain an organized digital filing system via the SharePoint Portal for all DCS office locations.

Create, maintain and audit internal access control inventory for all DCS facilities. Coordinate with facility point of contacts to verify access control documents (vendor lists, key logs, visitor logs) are uploaded and remain accurate.

Track and maintain documentation on company-wide facility assets.

Update space allotment across all facilities and partner with Finance team for a quarterly review.

Provide administrative support to the Director of Corporate Services, including document preparation, file organization, scheduling meetings, labeling, and other duties as assigned.

Support planning and coordination of internal meetings, training, vendor communications, and corporate events.

Draft and distribute internal communications, including emails, memos, letters, forms, and announcements.

Develop and implement preventive maintenance schedules for all buildings and equipment.

Serve as the primary liaison between DCS staff and external contractors to address and resolve specialized facility-related concerns.

Update and distribute space allotment information through SharePoint to DCS Finance.

Conduct regular inspections to identify OSHA violations and safety hazards; coordinate corrective actions with the DCS Safety Officer and provide training using the DCS training system.

Maintain a safe, clean, and OSHA-compliant environment across all physical spaces.

Administer fire safety, health, and security protocols.

Support and participate in emergency preparedness planning and response initiatives.

Receive, manage, and process work order requests, ensuring timely resolution.

Maintain strong working relationships with vendors and service providers; coordinate repairs and services as needed.

Pick up, sort, and distribute mail from the post office; manage FedEx/UPS deliveries and notify recipients of package arrivals.

Track inventory levels for supplies and equipment; reorder as necessary to ensure uninterrupted operations.

Support planning and coordination of Conference Room schedules. Set up Conference Room for large meetings.

Assist in the preparation of the weekly Corporate Services report by consolidating meeting notes and drafting content for leadership review.

Maintain and update office policies and procedures related to travel, credit card use, safety, and risk.

Manage office supply inventory and research potential new suppliers and cost-saving opportunities.

Maintain and communicate with the designated Facility Points of Contact across DCS offices.

Perform other duties as assigned in support of the Corporate Services department.

Required Skills:

Due to the sensitivity of customer related requirements, U.S. Citizenship is required.

A High School Diploma plus 7 years of experience.

Familiarity with basic office procedures and equipment including, but not limited to copiers, fax machine, printers, and postage machine.

Coordination with property owner to coordinate facilities issues that is covered by the lease agreement, as well as the ability to understand building plans and lease agreements.

Excellent verbal and written communication skills.

High level of PC proficiency working with Microsoft Office Suite and other related software products such as SharePoint and Deltek.

Must possess a high level of interpersonal, training skills and communications skills and be willing to be a team player.

Must have strong problem-solving skills, ability to stay organized, play close attention to detail, and have the ability to prioritize work, work well under pressure and deliver within required deadlines, often in a fast-paced work environment.

Experience with handling and shipping knowledge.

Must be able to bend, lift (40lb at a time), stretch, climb, and crawl to maintain and inspect equipment and building systems. Position requires prolonged periods of standing and walking throughout facilities, climbing and working on a ladder to conduct maintenance operations.

Must be able to perform work in a variety of weather conditions.

Desired Skills:

DOD clearance a plus.