Facilities Coordinator

Job Description

Job Description

Now is a great time to join our growing company! The Millennium Group (TMG) is an award-winning business process outsourcing firm focused on print, mail, document scanning, reception, and related office support services for Fortune 500 companies, professional service firms, and institutions of higher education. TMG is looking for highly motivated, enthusiastic team players interested in a career rather than just a job. With a team of over 1,500 nationwide associates, TMG is seeking an individual who can uniquely contribute to our 30+ years of success in the industry

Required Experience/Skills

Administrative Services

• Support Facilities Manager with procurement and purchasing procedures, such as preparing purchase requisitions and generating purchase orders.
• Coordinate Accounts Payable tracking and invoice workflows by collecting required documentation, monitoring PO status, and addressing discrepancies or missing information.
• Log, monitor, and update Facilities service requests and records across internal systems and landlord portals.
• Submit and follow up on vendor and landlord work orders regarding issues such as HVAC/temperature, lighting, plumbing, building connectivity, fixtures, spills, hazards, cleaning, and repairs, partnering with staff, vendors, and support teams through full resolution.
• Maintain employee seat assignments in Zoom Workspace.
• Communicate with departments and the entire employee population regarding scheduled services and inspections, ensuring minimal disruption to business activities.
• Manage gym memberships. Coordinate with LL regarding the payment process of memberships.
• Maintain and update Reception Standard Operating Procedure Manual with best practices and streamlined processes.
• Proactively assist in the implementation of recommendations for process improvement.
• Manage office inventory.
• Order food and beverages, track stock levels, accept deliveries, and arrange restocking according to workplace requirements.

Qualifications:

● 6+ years of experience in office coordination, workplace operations, facilities administration, hospitality, or a similar support role.
● Strong expertise in written and verbal communication, effective problem-solving, and customer-focused support.
● Proficiency in Google Workspace and Microsoft Office applications.
● Familiarity with using ticketing, invoice, procurement, and workplace management systems.
● Proven ability to liaise with employees, vendors, IT, Facilities, Procurement, and Accounts Payable, including submitting and tracking tickets via landlord systems.
● Proactive, self-directed work style with the flexibility to shift priorities smoothly as requirements evolve.
● High level of organizational skill, meticulous recordkeeping, follow-through, and keen attention to detail.
● Ability to plan, organize, and prioritize daily activities and incoming requests independently with suitable supervision.
● Collaborative team player capable of partnering with professionals across disciplines, including engineers, plumbers, electricians, and maintenance personnel.
● Strong commitment to safety excellence, driving safety-minded behavior, maintaining confidentiality, and promptly escalating issues.
● Readiness and ability to respond to building and equipment emergencies.                                                                                                              ● Education Degree in Facilities Management, Business Administration, Project Management, Procurement, Corporate Real Estate, or a related field, or equivalent practical experience delivering administrative and workplace facilities services within an office setting.