Facilities Coordinator

About the position

Are you a detail-oriented problem solver with a passion for keeping operations running smoothly? Do you thrive in a fast-paced environment where no two days are the same? If so, we'd love for you to join our team as a Facilities Coordinator! In this role, you'll play a key part in ensuring our facilities remain safe, efficient, and well-maintained. You'll work closely with vendors, landlords, and internal teams to address maintenance needs, troubleshoot issues, and keep our work environment operating seamlessly.

Responsibilities

• Accept (or initiate), process, and close out daily repair and maintenance service requests via a service request work order system.
• Proactively guide and troubleshoot repair and maintenance issues with internal operations in a timely manner.
• Follow up and accurately input service request data and notes for tracking purposes.
• Respond to urgent requests from internal operations to resolve issues that may impact office operations or the safety of customers and staff.
• Communicate and coordinate with landlords, vendors (contractors), suppliers, local government agencies, and internal employees regarding repair and maintenance issues or warranty-related repairs.
• Review and validate lease documentation related to repair and maintenance to determine responsible parties.
• Manage and assist with answering phones, directing calls, greeting visitors, and assisting customers professionally.
• Review, validate, negotiate, and process vendor documentation such as proposals, invoices, insurance, service level agreements, rate sheets, and other necessary documents.
• Assist the Facilities Manager with vendor communications and budget reporting.
• Maintain and support office goals and objectives.
• Brief management on daily activities, whether they are on-site or off-site.
• Receive, process, and ship materials and supplies as needed.
• Perform filing duties when time permits.
• Carry out other miscellaneous duties as assigned.
• Work flexible hours.
• Travel as needed.

Requirements

• 2+ years of facilities experience.
• Basic knowledge of repair and maintenance (HVAC, electrical, plumbing, etc.).
• Ability to solicit, review, and negotiate vendor project proposals.
• Strong proficiency in Microsoft Office (Outlook, Excel, Word).
• Customer service-oriented mindset with a proactive approach.
• Strong attention to detail and ability to stay highly organized.
• Ability to work remotely on weekends and after work hours to provide emergency support as needed.
• Excellent time management and ability to prioritize in a fast-paced environment.
• Adaptability to evolving procedures, systems, and priorities.
• Highly motivated team player who contributes to a positive workplace culture.
• Excellent written and verbal communication skills.