Administrative Coordinator - Facilities
About The Position
The Administrative Coordinator for the Facilities Department provides essential administrative and operational support to ensure the smooth functioning of maintenance, repair, and facility management activities. This role is responsible for coordinating service requests, maintaining facility records, processing work orders, assisting with vendor management, and supporting budget tracking. The ideal candidate is organized, proactive, and skilled at managing a variety of administrative tasks.
Requirements
- 2-4 years of administrative experience
- Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Strong organizational skills and the ability to prioritize multiple tasks and deadlines
- Ability to work independently and collaboratively
- Attention to detail and strong problem-solving skills
- Excellent communication and interpersonal skills for interacting with staff, vendors, and external partners
- Familiarity with facility maintenance terminology, purchasing procedures, and safety compliance requirements is a plus but not required
Nice To Haves
- Familiarity with facility maintenance terminology, purchasing procedures, and safety compliance requirements is a plus but not required
Responsibilities
- Serve as the primary administrative contact for the Facilities Department, responding to inquiries and coordinating communication between staff, contractors, and vendors.
- Receive, log, and track maintenance and repair requests through the work order system; ensure timely follow-up and resolution.
- Schedule and coordinate meetings, facility inspections, and preventive maintenance activities.
- Assist in preparing reports, spreadsheets, and documentation related to facility operations, safety inspections, and compliance requirements.
- Support procurement processes by obtaining quotes, processing purchase orders, and reconciling invoices.
- Provide administrative support for special projects, renovations, or space planning initiatives.
- May require occasional after-hours or weekend on-call support for emergencies
Benefits
- Medical, Dental, Vision & Disability Insurance
- Life and Long-Term Disability Insurance
- Flexible Spending Plan
- 401(k)
- Paid Time Off
- Paid Holidays
- Parental Leave
- Employee Discount
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Industry
Sporting Goods, Hobby, Musical Instrument, Book, and Miscellaneous Retailers
Education Level
No Education Listed
Number of Employees
1,001-5,000 employees
