Facilities Coordinator - Costa Mesa, CA

Aston Carter•Costa Mesa, CA

4d•$30 - $32•Onsite

About The Position

We are seeking a strategic and detail-oriented Facilities Coordinator to manage employee relocation logistics and workspace transitions within our corporate office environments. This role ensures seamless coordination of internal moves, optimal space utilization, and exceptional service delivery while partnering with multiple stakeholders across the organization. The position requires flexibility and adaptability as business needs and workplace configurations continuously evolve.

Requirements

U.S. Citizenship is required.
1-2 years of experience in moves coordination, facilities management, workspace planning, or a related field.
Strong written and verbal communication skills with the ability to interact professionally across all organizational levels.
Advanced computer proficiency, including Microsoft Office Suite (Excel, Word, Outlook, PowerPoint), CMMS, space planning and floor plan management software, and database management tools.
Exceptional organizational skills and meticulous attention to detail.
Proven ability to manage multiple simultaneous projects and competing priorities.
Strong problem-solving skills with the ability to develop creative solutions under pressure.
Demonstrated vendor management experience.
Ability to work independently with minimal supervision.
Valid driver's license with the ability to travel to multiple sites within a 10-mile radius.
High school diploma or equivalent.

Nice To Haves

Project management certification or formal training.
Experience coordinating corporate office moves or large-scale workplace reconfigurations.
Experience in commercial property management or corporate real estate.
Familiarity with workplace strategy and space utilization best practices.
Experience with AutoCAD, Revit, or similar space planning software.
Knowledge of office furniture systems and workplace ergonomics.
Previous experience in a corporate campus or multi-building environment.

Responsibilities

Plan and execute internal employee relocations, including desk changes, department moves, and office reconfigurations with minimal business disruption.
Create detailed move schedules, timelines, and project plans by coordinating with employees, IT teams, facilities, and external vendors.
Manage relationships with moving companies, furniture installers, and service providers, obtaining competitive quotes and overseeing work quality.
Serve as the primary point of contact for employees during relocations, providing clear communication on packing requirements, move dates, and processes.
Collaborate with facilities teams on floor plans, workspace assignments, and seating charts to align with space utilization strategies and workplace standards.
Track and update office layouts, maintaining accurate and current documentation of all workspace configurations.
Coordinate with building management and security teams regarding move schedules and access requirements.
Maintain comprehensive records of furniture, equipment, and technology assets being relocated, ensuring nothing is lost or misplaced.
Update and manage move databases, floor plans, and CMMS documentation with precision.
Create detailed move reports and document lessons learned to continuously improve processes.
Address and resolve issues during moves, including schedule conflicts, damaged items, and unforeseen logistics challenges.
Develop contingency plans to ensure business continuity and minimize operational impact.
Support employee onboarding and offboarding processes related to workspace assignments.
Manage procurement activities and vendor follow-up for move-related services and supplies.