WS - Facilities Coordinator

ABOUT THE JOB:

The Facilities Coordinator is responsible for the day-to-day operation, organization, and maintenance of a 50-person corporate office. This role serves as the primary onsite resource for employee workplace support, facilities coordination, vendor management, office services, and general office operations. The Facilities Coordinator helps ensure employees have a safe, clean, functional, and welcoming work environment while partnering closely with the Facilities Manager on building operations, workplace projects, safety initiatives, and vendor relationships.

WHAT YOU'LL BE DOING:

Facilities Operations & Employee Support 

• Serve as the first point of contact for employee facilities requests, including temperature concerns, furniture and workstation issues, seating adjustments, parking questions, and general workplace support.
• Coordinate and track facility work orders and service requests through completion.
• Conduct routine inspections of offices, conference rooms, kitchens, breakrooms, restrooms, and common areas.
• Ensure facility standards are maintained and proactively identify issues requiring attention.
• Support workspace setup for new hires, transfers, and office moves.

Vendor & Building Coordination 

• Coordinate with building management, janitorial services, maintenance contractors, coffee service providers, vending suppliers, office supply vendors, and other workplace service providers.
• Schedule vendor visits and ensure work is completed according to service expectations.
• Maintain vendor contact lists, service records, and related documentation.
• Escalate facility issues and vendor performance concerns to the Facilities Manager.

Office Services & Inventory Management 

• Manage inventory and ordering for office, kitchen, breakroom, restroom, and workplace supplies.
• Receive and distribute deliveries and packages.
• Coordinate incoming and outgoing mail, courier shipments, overnight shipping, and related tracking.
• Ensure common areas remain fully stocked and presentable throughout the day.
• Track routine spending and identify opportunities for cost savings or process improvement.

Safety, Security & Workplace Readiness

• Support workplace safety programs, emergency preparedness activities, and office drills.
• Maintain first aid supplies, AED inspection records, and other workplace safety equipment records as assigned.
• Coordinate employee access badges and visitor access processes in partnership with site and building requirements.
• Support security audits, workplace readiness checks, and compliance initiatives.

Space Planning & Workplace Administration

• Maintain office seating maps and workspace assignments as directed.
• Assist with office reconfigurations, workstation setup, and small move logistics.
• Keep workplace documentation, logs, and local operating procedures current.
• Support conference room readiness and basic office technology coordination.

Employee Experience & Office Programs

• Assist with employee engagement activities, office events, and workplace initiatives.
• Coordinate logistics for onsite meetings, visiting employees, and special office events.
• Help maintain a positive and welcoming employee experience.

Perform other workplace, facilities, and administrative duties as assigned.

EDUCATION AND QUALIFICATIONS:

• Minimum Required Education level: High School Diploma/GED
• Preferred Education Level: Associate Degree
• Years of related experience: 2–5 years of experience in facilities coordination, office management, workplace services, property administration, or corporate office operations.
  • Experience supporting a corporate office or professional workplace environment preferred.
  • Experience working with vendors, building management, or workplace service providers preferred.
  • Experience coordinating office moves, seating assignments, or workplace projects preferred.

Required Skills: 

• Excellent customer service, interpersonal, and communication skills.
• Strong organizational and time-management abilities with strong follow-through.
• Ability to prioritize and manage multiple requests simultaneously.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, and Teams.
• Ability to work independently, take initiative, and identify issues before they impact employees.
• Basic knowledge of workplace safety, office operations, and vendor coordination.
• Strong attention to detail and ability to maintain accurate records and documentation.
• Ability to handle employee-facing matters with discretion and professionalism.

Work Environment:

• 100% In office