Facilities Coordinator

Facilities Coordinator Overview

• The Facilities Coordinator oversees daily operations of facilities, office services, and corporate technology systems, ensuring efficiency and functionality.
• Collaborates with Real Estate Management and IT teams to maintain and support office-related technologies and systems.
• Manages facilities operations including mailroom, pantry services, conference room setups, furniture arrangements, and maintenance tasks.
• Supports and maintains security systems, emergency communication platforms, and building management systems (BMS).
• Provides on-site support for meetings and events, including video conferencing and AV troubleshooting.
• Coordinates vendor relationships, service contracts, and procurement for facilities and technology projects.
• Ensures compliance with safety and cleanliness standards through regular walkthroughs and inspections.
• Develops user documentation and guides for facilities-related technology systems to enhance operational efficiency.
• Acts as a first responder for facilities and technology incidents, escalating issues as needed.

Facilities Coordinator Key Responsibilities & Duties

• Supervise facilities staff, providing guidance and support for daily operational tasks and priorities.
• Manage mailroom operations, shipping vendor relationships, and interoffice mail distribution.
• Coordinate furniture reconfigurations, desk moves, and employee relocations, ensuring seamless transitions.
• Maintain and troubleshoot office technology systems, including AV, security, and emergency notification platforms.
• Provide on-site support for meetings, ensuring operational readiness of technology and facilities.
• Collaborate with IT teams on system upgrades, network dependencies, and technology projects.
• Support crisis management and business continuity planning through training and communication updates.
• Develop and maintain documentation for facilities-related systems and processes.
• Oversee maintenance of supplemental HVAC systems, fire protection systems, and data room equipment.

Facilities Coordinator Job Requirements

• Bachelor’s Degree in Facilities Management, Engineering, IT, or related field preferred.
• Five to seven years of experience in facilities, technology, AV, and security systems.
• Three to five years of supervisory experience, integrated within overall experience.
• Proficiency in Microsoft Office Suite and familiarity with Everbridge platform is a plus.
• Strong organizational, communication, and customer service skills required.
• Ability to interpret technical drawings and system documentation effectively.
• Physical ability to lift up to 50 pounds and work on-site as needed.
• Experience with vendor coordination, project management, and facilities-related technology systems.
• Flexibility to adapt to a multicultural business environment and dynamic operational needs.