Facilities Coordinator

1 hour ago

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Facilities & Workplace Experience Coordinator

Overview

The Facilities Coordinator will support the Workplace Experience team across a wide range of operational activities, including maintenance and repairs, vendor oversight, equipment and supply management, and occupancy services. This role also plays a key part in developing strong client relationships and ensuring service levels are consistently met. The ideal candidate is hands‑on, proactive, and comfortable balancing coordination work with light maintenance tasks, event support, and client‑facing responsibilities.

Service Delivery

Support a collaborative, high‑performance environment, contributing to a culture of teamwork, accountability, and service excellence.
Conduct daily walkthroughs to ensure the office is clean, organized, and fully operational.
Create, manage, and follow through on work orders – including coordinating the request, scheduling the work, and completing hands‑on tasks such as moving desks, hanging photos, and supporting minor repairs.
Respond to all service tickets promptly, ensuring KPI compliance and delivering exceptional customer service.
Identify opportunities for operational improvements and recommend enhancements that elevate the workplace experience.
Perform site inspections and assessments to ensure building procedures, safety standards, and performance measures are consistently met.
Schedule and oversee repairs, maintenance, and minor work requests, ensuring timely completion and minimal disruption.
Coordinate with vendors, facilities teams, and service providers, ensuring clear communication, proper direction, and seamless execution of work.
Assist with vendor procurement, including obtaining quotes, coordinating services, and managing vendor relationships.
Support furniture moves, workstation reconfigurations, and general office adjustments as needed.
Provide event and meeting support, including room setup, logistics coordination, and on‑site assistance during events.
Take meeting minutes and confidently present or speak in rooms of 12-15 people, supporting internal meetings and operational discussions.
Assist with reception, guest services, mail/courier handling, office supplies, equipment maintenance, and building access management as needed.
Maintain accurate records and documentation, including updates to internal systems, web pages, and operational logs.
Support emergency response planning, including evacuation procedures, after‑hours response, and environmental health and safety compliance.

Client Relationship Management

Meet or exceed all client contract requirements and KPIs, ensuring consistent delivery of high‑quality service.
Provide an exceptional client experience, reflected through positive feedback and strong working relationships.
Coordinate site operations in alignment with established policies, procedures, and contract scope.
Communicate professionally with both clients and vendors, demonstrating strong judgment, clarity, and confidence in written and verbal interactions.

Qualifications – What Makes You a Strong Fit

Prior experience in facilities, property management, workplace operations, hospitality, or related fields is strongly preferred.
Experience with vendor management, client communication, and coordinating service providers is highly valuable.
Ability to lift up to 50 lbs, move furniture, and support hands‑on operational tasks.
Understanding of basic building systems (HVAC, fire protection, mechanical/electrical) is a plus.
Comfortable using a variety of technology platforms and ticketing systems.
Strong communication, organization, and problem‑solving skills.
Ability to work independently, stay composed under pressure, and manage multiple priorities.
Confident, energetic, flexible, and comfortable speaking in group settings or presenting information.
Self‑motivated with a strong sense of ownership, follow‑through, and initiative.

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