Facilities Coordinator II

AvidXchange • Charlotte, NC

6d • Onsite

About The Position

The Facilities Coordinator is responsible for processing inbound requests to the Facilities department and coordinating day‑to-day operational needs across the Charlotte campus. This role partners closely with teammates, leaders, and cross‑functional departments to schedule services, support campus operations, and ensure facilities‑related needs are addressed promptly and professionally. The Facilities Coordinator also serves as a liaison during cross‑functional projects, manages service scheduling, communicates updates, and ensures documentation is complete for proper closure.

Requirements

• Strong organizational skills and ability to manage multiple priorities
• Excellent communication and customer‑service orientation
• Ability to partner cross‑functionally and maintain strong working relationships
• Comfort navigating fast‑paced, agile environments
• Ability to work independently and take initiative to solve problems
• 2+ years in an administrative or customer‑support role.
• Moderate proficiency in Microsoft Word, Excel, and Outlook.
• Associate degree or equivalent work experience.
• Strong communication skills.
• Comfortable with virtual meeting platforms (WebEx, Adobe Connect, Microsoft Teams, etc.).

Nice To Haves

• Bachelor’s degree or equivalent experience.
• Experience coordinating events.
• Ability to read floor plans.

Responsibilities

• Meeting & Conference Room Support
• Maintain inventory of all bookable conference and meeting spaces including chair count and room configurations
• Provide access and oversight of meeting room calendars (1423 Lake James MTR, 1421 Lake Wylie MTR, School of Rock)
• Support setup and configurations including U‑shape, pods, classroom, and chevron layouts
• Assist with booking designated meeting rooms across the campus
• Guide users on video conferencing equipment and room usage
• Support catering needs for meetings, including vendor coordination and setup/clean‑up
• Building Maintenance & Repairs
• Coordinate and monitor maintenance for building systems such as HVAC, plumbing, electrical, and structural components
• Oversee routine inspections and partner with technicians to ensure timely resolution of issues
• Security & Safety
• Support safety compliance and emergency preparedness plans
• Partner with security vendors on system oversight and functionality
• Attend safety and facility planning meetings as needed
• Event Planning
• Assist with planning and execution of company events including setup, staging, logistics, and catering coordination
• Support administrative assistants with catered meetings and event needs including delivery, execution, and clean‑up
• Mail, Shipping & Receiving
• Distribute incoming mail and packages and coordinate outgoing shipments
• Partner with the Director of Facilities and vendors on postal equipment and service needs
• Vendor Management
• Coordinate with external contractors for repairs, services, and maintenance
• Monitor vendor performance and ensure timely service delivery
• Space Management
• Manage office space allocation and support teammate moves and campus renovations
• Update seating charts weekly and maintain office signage on internal platforms
• Move furniture and equipment as needed
• Administrative & Operational Support
• Manage purchase orders, work orders, and facility‑related expense tracking
• Monitor Facilities inbox daily, log work requests, track progress, and escalate overdue items
• Process amenity service requests for Charlotte campus events
• Draft and distribute department, site, or company‑wide Facilities updates
• Maintain office supply inventories and coordinate with suppliers on accounts
• Support leadership with onboarding, offboarding, and general teammate relations
• Communication & Coordination
• Serve as the primary contact for tenants, employees, and vendors for facility-related matters
• Maintain consistent, professional communication and follow‑through
• Food & Beverage Oversight
• Manage food service operations and catering procedures
• Negotiate contracts with vendors and introduce new services, offerings, and innovations
• Compliance
• Ensure all facility operations meet safety regulations, building standards, and compliance guidelines

Benefits

• 18 days PTO
• 11 Holidays (8 company recognized & 3 floating holidays)
• 16 hours per year of paid Volunteer Time Off (VTO)
• Competitive Healthcare
• High Deductible Heath Plan Option that has $0 monthly premium for teammate-only coverage
• 100% AvidXchange paid Dental Base Plan Coverage
• 100% AvidXchange paid Life Insurance
• 100% AvidXchange paid Long-Term Disability
• 100% AvidXchange paid Short-Term Disability
• Employee Assistance Program (EAP) - Provides counseling services, legal and financial consultations and health advocacy for Teammates and their eligible dependents
• Onsite Health Clinic with Atrium Health - available to Teammates and their eligible dependents
• 401(k) Match: 100% match on the first 3% of your salary, plus 50% match on the next 2%
• Parental Leave: 8 weeks 100% paid by AvidXchange
• Discounts on Pet, Home, and Auto insurance
• WeeCare Childcare Service: helps teammates find affordable daycare, childcare, and tutors 40% less expensive than traditional daycare centers
• Perks at Work: free discount program that provides teammates the opportunity to save on items from electronics, movie tickets, car buying, vacations, and more
• Onsite gym fitness center, yoga studio, and basketball court
• Tuition Reimbursement up to the federal maximum of $5,250
• Hybrid Workplace Flexibility
• Free parking

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree