Facilities Coordinator

Overview

• Serve as the Facilities Coordinator in a nonprofit organization, ensuring smooth daily operations and maintaining a welcoming environment.
• Oversee facility maintenance, including scheduling repairs, inspections, and managing vendor relationships.
• Coordinate event preparation, office moves, and workplace improvements to support organizational needs.
• Monitor inventory levels, restock supplies, and manage asset tracking for operational efficiency.
• Ensure compliance with safety regulations and company policies while maintaining a safe environment.
• Collaborate with internal teams and external vendors to address facility-related issues promptly.
• Contribute to cost-saving initiatives by tracking expenses and identifying opportunities for optimization.
• Support emergency response activities and business continuity planning as required.

Key Responsibilities & Duties

• Coordinate daily operations and maintenance activities within the facility, ensuring operational excellence.
• Schedule and oversee preventive and corrective maintenance tasks with contractors and service providers.
• Prepare and support events, including setting up furniture and managing logistics.
• Monitor service levels and key performance indicators to ensure quality standards are met.
• Manage budgets, process invoices, and reconcile payments related to facility operations.
• Collaborate with finance teams to ensure accurate accounting and timely reporting.
• Support space planning initiatives and coordinate office moves as needed.
• Ensure compliance with building requirements and safety regulations to maintain a secure environment.
• Communicate effectively with stakeholders and vendors to address facility-related concerns.

Job Requirements

• Associate's degree or equivalent experience in Business Administration, Facilities Management, or a related field.
• Minimum of 2 years of experience in facilities coordination or administration; 3 years preferred.
• Proficiency in facility management software and Microsoft Office Suite, particularly Excel.
• Strong organizational skills with the ability to multitask and manage time effectively.
• Excellent communication and interpersonal skills to collaborate across teams and with vendors.
• Ability to handle emergencies calmly and efficiently while maintaining operational continuity.
• Experience in budget management, financial analysis, and reporting preferred.
• Knowledge of safety regulations and building requirements is advantageous.
• Physical ability to perform tasks such as setting up furniture and stocking supplies.