Facilities Coordinator

Job Description

Job Description

We are looking for a Facilities Coordinator to support daily site operations and administrative activities in Austin, Texas. This Long-term Contract position combines facilities coordination, vendor management, event support, and front-of-house assistance to help maintain an organized, efficient, and service-focused workplace. The role works closely with employees, clients, service providers, and internal teams to keep operations running smoothly while ensuring accurate documentation, timely communication, and strong compliance with site procedures.

Responsibilities:

• Coordinate vendor visits, service appointments, and site walkthroughs to support ongoing facility operations and project activity.

• Maintain organized records for work requests, service activity, operational updates, and vendor communications.

• Prepare routine reports and summaries related to site performance, service delivery, and operational metrics.

• Respond to day-to-day questions from staff, clients, and external partners while escalating issues when needed.

• Support site procedures, safety practices, and compliance efforts to help maintain a secure and well-managed environment.

• Arrange meetings, compile materials, and document notes, action items, and follow-up details for operational and event-related activities.

• Assist with front desk coverage, visitor reception, and backup support for mailroom functions as business needs require.

• Help coordinate event-related room setups, relocations, reconfigurations, and reset activities in partnership with stakeholders and vendors.

• Update and organize project files, schedules, and documentation across shared platforms and operational records.

• Partner with clients, facility leadership, and service teams to track requests, monitor progress, and support project closeout activities such as reporting and lessons learned.

• At least 2 years of experience in facilities coordination, administrative support, workplace operations, or a related environment.
• Strong customer service and communication skills with the ability to work effectively with vendors, clients, and internal stakeholders.
• Experience preparing documentation, maintaining records, and creating basic operational or performance reports.
• Proficiency with Microsoft Office applications, including Excel and Outlook, and comfort working with shared documents or collaboration platforms.
• Ability to manage scheduling, multitask across competing priorities, and maintain attention to detail in a fast-paced setting.
• Familiarity with compliance, site procedures, and workplace safety practices in an office or facilities environment.
• Capability to provide backup reception or mailroom support and assist with event coordination when needed.