Facilities Coordinator

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.