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Position Summary
Beacon Hill is seeking a Facilities Coordinator to support day‑to‑day workplace operations, reception, and facilities management while delivering a welcoming, high‑touch experience for employees and guests. This role serves as the first point of contact at reception and plays a key role in maintaining a clean, organized, and well‑functioning office environment.
The ideal candidate is service‑oriented, detail‑driven, and comfortable juggling facilities coordination, vendor interaction, administrative tasks, and hospitality responsibilities in a professional office setting.
Position Details
Job Type: Full-time, Contract
Pay Rate: $20/hr
Schedule: Monday-Friday, standard business hours, Apr 13th – Jul 11th
Work Arrangement: Onsite
Start Date: ASAP
Key Responsibilities
Site & Workplace Operations
- Create a comfortable, welcoming, and professional environment for employees and guests
- Serve as the primary point of contact for general office and facility inquiries
- Monitor facility conditions and coordinate maintenance activities
- Manage internal and building work order systems and invoice processing
- Support the workplace management team with daily operations and tactical planning
- Provide facility support to project management initiatives as needed
Reception & Visitor Experience
- Answer and monitor the main phone line
- Greet visitors and manage visitor registration and access
- Ensure compliance with visitor access and safety procedures
- Execute emergency response protocols when required
Vendor & Service Coordination
- Direct vendors and service providers to ensure timely and effective work
- Coordinate maintenance, repairs, and service follow‑ups
- Ensure proper communication with stakeholders regarding facility work
Kitchen & Common Area Management
- Maintain cleanliness and organization of kitchen and break areas
- Monitor and restock snacks, beverages, and supplies
- Coordinate repairs for beverage machines and appliances
Mail & Administrative Services
- Coordinate receipt, distribution, and shipment of mail and packages
- Process outgoing deliveries and overnight shipments
- Assist with administrative reporting and documentation
Compliance & Reporting
- Manage office badge access and permissions
- Support budget requests, reporting, and invoice tracking
- Follow all health, safety, and environmental guidelines
Systems & Tools
- Microsoft Office (Word, Excel, Outlook)
- Work order or CMMS platforms (experience a plus)
- Visitor management and access systems
Qualifications
- Associate’s degree preferred (facilities, business, or related field a plus)
- Experience in facilities coordination, workplace services, or office operations preferred
- Strong customer service and hospitality mindset
- Ability to remain professional in fast‑paced or high‑visibility environments
- Strong organizational and time‑management skills
- Ability to multitask and work independently
- Proficiency in Microsoft Office applications
- Excellent written and verbal communication skills
What This Role Offers
- Hands‑on involvement in workplace and facilities operations
- High‑visibility, front‑of‑house role
- Opportunity to support a professional office environment
- Collaborative, service‑driven workplace
If you enjoy creating a welcoming workplace and keeping office operations running smoothly, apply today.
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