Facilities Coordinator

Overview

• Provide comprehensive facilities coordination services ensuring smooth office operations and staff satisfaction in a dynamic and inclusive environment.
• Maintain and oversee pantry setups across multiple floors, ensuring supplies are stocked and areas are tidy.
• Coordinate catering setups for meetings and events, ensuring timely delivery and cleanup.
• Support receptionist duties during breaks and lunch hours, ensuring seamless front desk operations.
• Assist with desk arrangements for new hires and departing employees, maintaining workspace readiness.
• Conduct regular building walkthroughs to identify maintenance needs and report issues promptly.
• Collaborate with internal departments and external vendors to ensure service level agreements are met.
• Administer office security systems, managing access cards and ensuring compliance with safety standards.
• Promote sustainability initiatives and maintain high housekeeping standards throughout the office.

Key Responsibilities & Duties

• Administer and monitor work-order systems, ensuring timely assignment and completion of requests.
• Oversee maintenance, services, and repairs, ensuring office environments are functional and welcoming.
• Coordinate logistics for onsite events, including room configurations, catering, and janitorial services.
• Perform health and safety inspections, ensuring emergency equipment is up-to-date and accessible.
• Manage vendor contracts and invoices, ensuring accurate processing and compliance with agreements.
• Collaborate with property managers, building engineers, and security staff to maintain operational standards.
• Provide remote facilities management support to offices within the East geography as needed.
• Identify and implement sustainability initiatives, promoting eco-friendly practices within the office.
• Update occupancy databases and coordinate ergonomic assessments for workstations.

Job Requirements

• Associate of Arts (AA) degree or equivalent educational background.
• Minimum of 1 year of relevant experience in facilities coordination or hospitality roles.
• Strong organizational skills with the ability to work independently and take initiative.
• Proficiency in managing vendor contracts and processing invoices accurately.
• Excellent communication and interpersonal skills to collaborate effectively with teams and vendors.
• Ability to perform physical tasks such as setting up catering and maintaining pantries.
• Commitment to maintaining high housekeeping standards and promoting sustainability initiatives.
• Flexibility to adapt to a dynamic work environment and handle multiple responsibilities.
• Familiarity with corporate environments and ability to uphold professional standards.