Facilities Administrative Coordinator

Facilities Administrative Coordinator

Location: Nashville, TN Duration: 06 Months

Position Summary

The Temporary Facilities Administrative Coordinator provides administrative, clerical, and operational support to the Facilities Department. This role is responsible for coordinating workplace services, maintaining records and documentation, supporting employee onboarding activities, assisting with Return-to-Office (RTO) initiatives, and ensuring efficient day-to-day facility operations. The ideal candidate is highly organized, detail-oriented, customer-service focused, and capable of managing multiple priorities in a fast-paced environment.

Key Responsibilities

• Order, receive, stock, and organize office, breakroom, and kitchen supplies.
• Maintain inventory levels and assist with supply forecasting and replenishment.
• Prepare, organize, and maintain facility-related records, reports, and documentation.
• Organize vendor work summaries and maintain electronic files within SharePoint.
• Maintain Facilities distribution lists, departmental communications, and contact databases.
• Update and maintain key control logs, records, and tracking systems.
• Perform filing, scanning, record retention, and document management activities.
• Create spreadsheets, reports, presentations, and correspondence as needed.
• Schedule meetings, coordinate calendars, and prepare meeting materials.
• Assist with data entry, report generation, and administrative projects.

• Assist with New Hire Orientation (NOH) forms and onboarding documentation.
• Coordinate employee badge requests and access updates.
• Assist employees with parking registration, inquiries, and issue resolution.
• Support workstation, office, and equipment readiness for new hires and employee transfers.
• Assist with employee seating assignments and workspace relocations.
• Coordinate welcome packets and onboarding logistics.
• Provide general workplace support and respond to employee facility-related inquiries.

• Partner with Security to ensure contractor and PBE badges are extended in accordance with contract requirements.
• Track badge expirations and assist with renewal and termination processes.
• Maintain access control records and vendor badge documentation.
• Ensure access-related records and reports are accurately maintained in SharePoint.

• Coordinate vendor visits, service appointments, and contractor access requests.
• Ensure vendors and visitors are properly pre-registered with Security.
• Arrange visitor parking validations and workplace accommodations.
• Assist with visitor reception and logistics coordination.
• Maintain vendor contact information and service documentation.

• Order and organize maintenance supplies, materials, and consumables.
• Assist with preventive maintenance scheduling and tracking.
• Support work order creation, assignment, and monitoring within Angus.
• Follow up on open work orders and communicate status updates to stakeholders.
• Maintain maintenance records, service reports, and vendor documentation.
• Track and maintain Certificates of Insurance (COIs) within Angus.
• Assist with facility inspections and documentation of corrective actions.

• Assist with workspace readiness inspections and occupancy planning.
• Coordinate conference room, workstation, and office reservations.
• Provide administrative support for RTO communications, reporting, and tracking.
• Support employee engagement and workplace experience initiatives.
• Assist with department moves, space planning activities, and workplace logistics.

Qualifications

• High School Diploma or equivalent required; Associate's Degree preferred.
• 2 years of administrative, office coordination, facilities, or workplace services experience preferred.
• Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Experience with SharePoint, Angus, or similar work order management systems preferred.
• Excellent organizational, communication, and customer service skills.
• Strong attention to detail and ability to maintain confidential information.
• Ability to prioritize multiple tasks and meet deadlines with minimal supervision.
• Experience working with vendors, visitors, and cross-functional teams preferred.

Key Competencies

• Administrative and clerical proficiency
• Customer service orientation
• Organization and time management
• Data entry and recordkeeping accuracy
• Problem-solving and critical thinking
• Communication and interpersonal skills
• Team collaboration
• Adaptability and flexibility
• Professionalism and confidentiality