Facilities Coordinator

Overview

• Coordinate daily operations and maintenance of facilities ensuring a safe, productive environment.
• Manage vendor relationships, oversee service quality, and track departmental spending.
• Perform regular inspections to ensure compliance with safety regulations and standards.
• Coordinate office moves, seating reconfigurations, and furniture setups as needed.
• Monitor and reorder office, kitchen, and maintenance supplies to ensure availability.
• Maintain updated floor plans, asset inventories, and equipment maintenance records.
• Support financial processes by reviewing and coding facility-related invoices accurately.
• Ensure timely submission of invoices to the Accounting department for payment.
• Collaborate with teams to maintain a hybrid work environment, ensuring onsite presence as required.

Key Responsibilities & Duties

• Schedule and oversee preventative and reactive maintenance for building systems including HVAC, electrical, and plumbing.
• Act as the primary liaison for third-party contractors and facilitate vendor onboarding processes.
• Monitor service quality and resolve discrepancies with vendors to ensure compliance with contracts.
• Coordinate logistics for office moves, seating arrangements, and furniture setups.
• Maintain accurate records of equipment warranties and maintenance schedules.
• Reconcile billings against service contracts and track departmental spending against budgets.
• Ensure compliance with OSHA and local safety regulations through regular inspections.
• Support hybrid work arrangements by coordinating onsite schedules and workspace availability.
• Assist in maintaining a productive and safe work environment for all employees.

Job Requirements

• Associate of Science (AS) degree or equivalent educational background.
• 1–3 years of experience in facilities, property management, or office operations.
• Basic understanding of Accounts Payable processes and budget tracking.
• Strong administrative accuracy and attention to detail in operations.
• Ability to manage vendor relationships and ensure service quality compliance.
• Proficiency in maintaining updated records and inventories for facilities.
• Knowledge of OSHA and local safety regulations and standards.
• Effective communication skills to collaborate with teams and vendors.
• Flexibility to work onsite as required in a hybrid work environment.