Facilities Administrative Asst. Coordinator

Arcfield•Middletown, RI

1d•Onsite

About The Position

Arcfield is seeking an energetic, self-motivated Administrative Assistant / Facilities Coordinator to serve as the primary point of contact for employees, visitors, vendors, and facility-related activities at its Middletown, Rhode Island facility. Under minimal supervision, this position performs administrative, facilities, and office operations activities of varying scope and complexity. It combines front-office administration, facilities coordination, and site operations support, with a focus on maintaining a safe, functional, professional, and welcoming workplace. The role serves as the local extension of the Real Estate & Facilities organization and supports local leadership. It monitors facility conditions and office standards, coordinates maintenance and service requests, supports workplace operations, and ensures day-to-day facility needs are addressed promptly and professionally. The position also supports reception, employee onboarding and engagement, meetings and events, supplies and inventory, administrative and financial processes, and communications with employees, vendors, building management, contractors, and other stakeholders. Travel of up to 10% may be required.

Requirements

High school diploma or equivalent.
Four to five years of relevant administrative, facilities, office operations, or related experience.
Proactive and self-directed, with the ability to identify what needs to be done without waiting for direction.
Highly organized and able to manage multiple priorities and competing requests.
Detail-oriented while maintaining awareness of broader facility and business priorities.
Comfortable interacting with employees at all levels, vendors, contractors, visitors, and leadership.
Effective communication, customer service, and interpersonal skills.
Able to work independently and recognize when to seek assistance or escalate an issue.
Resourceful and solutions-oriented, with the ability to troubleshoot routine operational problems.
Proficient in Microsoft Office.
Able to operate standard office equipment, including personal computers, photocopiers, scanners, and telephone/voicemail systems.
Comfortable learning and using administrative, facilities, purchasing, scheduling, and reporting systems.
Committed to maintaining a professional, safe, clean, functional, and welcoming workplace.
Frequently able to stand, walk, handle objects, reach with hands and arms, and stoop, kneel, bend, crouch, or crawl.
Occasionally able to lift and/or move items weighing up to 50 pounds or more.
Able to travel up to 10% as required.

Responsibilities

Serve as the primary local point of contact for day-to-day facility and office operations.
Conduct routine facility walkthroughs to identify maintenance, cleanliness, safety, security, and workplace issues, and coordinate resolution.
Monitor common areas, conference rooms, workspaces, kitchens, and other shared spaces to ensure they are clean, functional, properly equipped, and maintained to established standards.
Monitor, coordinate, and resolve facilities tickets and service requests with building management, vendors, maintenance personnel, and the Real Estate & Facilities organization.
Assist with facility projects, moves, space changes, inspections, and other site initiatives.
Support workplace standards, processes, and programs established by Real Estate & Facilities.
Maintain records, logs, and documentation related to facility and office operations.
Provide professional reception and act as a welcoming first point of contact for employees, visitors, and vendors.
Greet and sign in visitors, coordinate visitor badges, notify hosts, and ensure sign-out procedures are followed.
Monitor visitor and temporary badge logs and maintain required documentation.
Receive and distribute mail, packages, and deliveries and coordinate their routing.
Respond to employee questions and requests, provide information, and direct matters to appropriate resources when necessary.
Maintain a professional, organized, and welcoming reception and common-area environment.
Support new-employee onboarding and orientation, including welcome materials, workspace and conference room setup, refreshments, and other site-specific needs.
Support employee recognition, life-event, and other workplace engagement activities as directed.
Oversee conference room readiness, availability, and condition; ensure rooms are clean, orderly, properly configured, and ready for use.
Coordinate conference room reservations and meeting logistics, including room setup, audiovisual needs, refreshments, and supplies.
Ensure conference rooms and shared meeting spaces are returned to established standards after meetings and events.
Coordinate with employees, local leadership, Events, IT, Facilities, and other stakeholders to support meetings and events.
Monitor office, kitchen, vending, and other workplace supplies and maintain appropriate inventory levels.
Coordinate supply ordering, delivery, stocking, and organization in accordance with purchasing procedures.
Maintain organized supply storage areas and ensure supplies are accessible to employees.
Support vending services, including replenishment, collection, and related administrative activities.
Maintain inventory records and other required documentation.
Perform general administrative duties in support of Real Estate & Facilities and local site leadership.
Prepare, maintain, and distribute reports, records, logs, and other documentation.
Process purchase requisitions, expense reports, and supporting documentation in accordance with established procedures.
Assist with correspondence, communications, announcements, and other administrative activities.
Troubleshoot routine administrative and operational issues, resolve matters within established authority, and recommend solutions or escalate issues when appropriate.
Provide administrative and logistical support for site programs, employee events, new-hire activities, recognition programs, and other workplace initiatives.
Coordinate site-specific activities with local leadership, Human Resources, Events, and Real Estate & Facilities.
Assist with recurring communications, employee engagement activities, and other programs that support a positive workplace experience.
Ensure event-related activities are planned and executed according to established schedules, requirements, and budgets.
Maintain effective working relationships with local leadership, employees, vendors, building management, contractors, and other stakeholders.
Communicate facility and operational issues clearly and promptly to appropriate parties.
Respond to employee questions, requests, and concerns, working to resolve issues or identify the appropriate resource.
Coordinate with Real Estate & Facilities to align local activities with company standards, processes, and priorities.
Exercise discretion and sound judgment when handling sensitive or time-critical matters.