Facilities Coordinator

Overview

• Serve as the Facilities Coordinator for a dynamic nonprofit organization, ensuring smooth daily operations and event support.
• Provide hands-on assistance with facility maintenance, supply stocking, and event preparation tasks.
• Collaborate with staff across all levels to address facility needs and ensure a welcoming environment.
• Manage vendor relationships, scheduling routine maintenance, and overseeing service quality compliance.
• Support administrative functions including invoice processing, budget tracking, and financial reporting.
• Contribute to business continuity planning and emergency response activities for operational stability.
• Assist in space planning, office moves, and workplace improvements for enhanced functionality.
• Ensure compliance with safety regulations, company policies, and building requirements.

Key Responsibilities & Duties

• Coordinate daily operations and maintenance of the organization's headquarters office.
• Schedule and oversee routine maintenance, repairs, and inspections with vendors.
• Monitor inventories of supplies and badges, ensuring adequate stock levels.
• Prepare for events, including setting up chairs and managing logistics.
• Process invoices, purchase orders, and vendor payments accurately and timely.
• Track operating expenses and identify opportunities for cost savings.
• Support emergency response activities and maintain business continuity plans.
• Collaborate with internal departments to address workplace needs effectively.

Job Requirements

• Bachelor's degree in Business Administration, Facilities Management, or related field preferred.
• Minimum of 2 years of experience in facilities or administrative roles.
• Proficiency in facility management software and Microsoft Office Suite, particularly Excel.
• Strong organizational and multitasking skills with attention to detail.
• Effective communication and interpersonal skills for collaboration across teams.
• Ability to manage budgets, track expenses, and identify cost-saving opportunities.
• Experience in vendor management and contract administration.
• Capability to handle emergencies calmly and efficiently.