Facilities and Administrative Coordinator

Cynet Systems•Greenville, SC

15h

About The Position

The Facilities and Administrative Coordinator supports day-to-day building operations, workplace services, and administrative activities, while providing executive administrative support to an Executive Director. The role is a central coordination point for building issues, conference rooms, auditorium reservations, and employee seating. The coordinator works with Facilities, IT, Security, Maintenance, and other support contacts to route requests and track them through completion. The position coordinates room and auditorium reservations, scheduling conflicts, space utilization, employee moves, seating changes, and workspace adjustments. It maintains records, tracking logs, shared documentation, and routine reports; coordinates operational communications and assigned administrative projects; and recommends practical improvements to workplace processes and request tracking. Executive administrative duties include coordinating calendar appointments and meeting invitations, arranging business travel and itineraries, and assisting with expense reporting, meeting materials, and follow-up. The coordinator handles sensitive information discreetly and aligns work with supervisor-established priorities. A concise weekly update is expected, covering open facilities requests, room and auditorium issues, seating changes, completed work, and outstanding actions. The designated administrative supervisor assigns work and establishes overall priorities; executive support requests are coordinated with the Executive Director.

Requirements

At least 5 years of experience in administrative support, office operations, facilities coordination, or a related field.
An associate degree or higher is required.
Strong organization, prioritization, follow-through, and customer service skills.
Proficiency in Outlook, Excel, Word, PowerPoint, and Teams.
Strong verbal and written communication skills and the ability to collaborate across departments.
Ability to independently track requests, identify appropriate escalation paths, and manage competing priorities.

Nice To Haves

Experience in a corporate office or large workplace environment.
Experience with conference room systems, auditorium coordination, employee seating, or office moves.
Prior administrative support experience with senior-level leadership.

Responsibilities

Serve as the primary coordination contact for routine building-related requests and concerns.
Identify, document, and route issues to Facilities, Maintenance, IT, Security, or other appropriate teams, and follow up through resolution.
Conduct routine walkthroughs of shared spaces to identify operational or maintenance needs.
Maintain issue logs, service requests, contacts, and building-related communications.
Coordinate room and auditorium reservations, scheduling conflicts, and space utilization.
Maintain reservation records and communicate self-service booking procedures and room guidelines.
Coordinate with IT/AV and Facilities regarding equipment issues, room readiness, and special meeting requirements.
Support logistics for larger meetings and events as assigned, coordinating rather than personally performing all room setups.
Maintain seating assignments, occupancy records, and current floor plans.
Coordinate employee moves, seating changes, and workspace adjustments with Facilities, IT, and departmental partners.
Track open seating requests and support office reconfiguration projects.
Maintain spreadsheets, tracking logs, shared documentation, and routine reports.
Coordinate operational communications and assigned administrative projects.
Recommend practical improvements to workplace processes and request tracking.
Coordinate calendar appointments, meeting invitations, and scheduling conflicts.
Arrange business travel, itineraries, and related logistics.
Assist with expense reporting, meeting materials, and follow-up activities as assigned.
Handle sensitive information with discretion and maintain alignment with supervisor-established priorities.
Provide a concise weekly update on open facilities requests, room and auditorium issues, seating changes, completed work, and outstanding actions.
Maintain accurate, current tracking records and communicate status and delays promptly.
Follow established procedures and escalate issues to the team accountable for resolution.