Administration & Facilities Coordinator - MUSCP
About The Position
As a member of the MUSC Foundation, the Administration and Facilities Coordinator supports the day-to-day office, procurement, facilities, and property operations of the Foundation. Reporting to the Senior Director of Administration, this position serves as a primary point of contact for routine operational needs and works with internal departments, property managers, contractors, vendors, and other stakeholders to help ensure Foundation workplaces and properties remain organized, functional, professional, and prepared to support employees, visitors, and organizational activities. The position coordinates office services, workplace and property logistics, vendor activities, and the administrative records and workflows that support Foundation operations. The position also provides designated administrative backup support for certain Administration functions, including contract routing and tracking, insurance and compliance activities, and limited human resources processes.
Requirements
- Basic knowledge of office operations, facilities coordination, purchasing practices, vendor services, and workplace logistics.
- Strong organizational, follow-through, customer service, and problem-solving skills.
- Ability to work independently within established procedures while collaborating effectively with multiple stakeholders.
- Attention to detail and commitment to complete, accurate, and audit-ready documentation.
- Ability to manage changing priorities and respond professionally to time-sensitive operational needs.
- Bachelor’s degree (or equivalent) and 1–3 years of related experience, or a high school diploma (or equivalent) and 5 years of related professional experience, or an equivalent combination of education and experience.
Responsibilities
- Coordinate the procurement of office supplies, furniture, equipment, and other approved goods and services in accordance with established purchasing guidelines and approval requirements.
- Maintain office inventory and coordinate the replenishment, repair, or replacement of routine supplies and equipment.
- Coordinate incoming and outgoing mail, packages, courier services, deliveries, and the routing of general office inquiries and calls.
- Coordinate conference room readiness, meeting setup, and visitor support to maintain a professional and welcoming office environment.
- Maintain purchasing and payment documentation, including orders, receipts, invoices, and other required records.
- Coordinate routine office vendors, monitor service needs, and elevate service concerns or proposed changes for review.
- Serve as the day-to-day coordinator for Foundation-owned and leased properties, helping ensure facilities are maintained, functional, professional, and prepared to support employees, visitors, and special activities.
- Coordinate maintenance, repairs, housekeeping, landscaping, HVAC, pest control, security, and other facility services with organizational Facilities personnel, property managers, contractors, and vendors.
- Track service requests through resolution and escalate significant maintenance, safety, financial, or operational concerns to the appropriate stakeholder.
- Conduct periodic property walkthroughs, document observed conditions and coordinate routine follow-up items.
- Coordinate keys, badges, access cards or fobs, and other physical access needs, and maintain appropriate access records.
- Coordinate routine operational needs for Foundation-owned residential properties, including access, cleaning, maintenance, inspections, and turnover activities.
- Maintain organized property, vendor, maintenance, and service documentation.
- Maintain organized operational records and documentation in accordance with established retention practices.
- Provide backup administrative support for contract routing, tracking, and documentation.
- Assist with insurance and compliance-related administrative activities.
- Provide limited backup support for designated HR administrative processes.
- Assist with Administration team projects and other departmental priorities as needed.
- Coordinate workspace and seating assignments, office moves, and workspace readiness for new employees across Foundation locations.
- Coordinate staff and visitor parking assignments and related communications.
- Maintain current space, seating, access, and parking records to support utilization and future workplace needs.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
