Facilities Coordinator

Cielo Projects•Boston, MA

13d•$85,000 - $100,000•Onsite

About The Position

Under the leadership of the CFO, Velotic is hiring a Facilities Coordinator to support its global office portfolio, anchored by its Boston, MA headquarters. This role is critical to ensuring safe, professional, and well-run office environments for employees, office managers, and leadership worldwide. The Facilities Coordinator will be responsible for facilities operations & maintenance, landlord and vendor relations, and cross-site project coordination.

Requirements

3+ years of experience in facilities coordination, office operations, property management, or a closely related field.
Demonstrated ability to manage multiple vendors and concurrent projects simultaneously in a fast-paced, high-growth environment.
Exceptional organizational skills and follow-through; comfortable managing continuous, multi-party communication cycles across time zones.
Strong customer service orientation with the ability to engage employees, vendors, and landlords professionally and effectively.
High attention to detail with the ability to maintain structured documentation and hold vendors accountable to commitments.
Comfortable with potential travel to office locations for site visits and project oversight.
Proficiency with productivity tools (Microsoft Office 365, project tracking platforms, ticketing or facilities management systems).
High school diploma or equivalent required.
3+ years of relevant experience in facilities coordination, office operations, or property management.

Nice To Haves

Experience supporting a global or multi-site office portfolio.
Background working within a PE-backed, high-growth, or technology company environment.
Familiarity with IWMS/Lease Administration or CMMS platforms.
Experience partnering with Procurement on vendor sourcing and contract management processes.
Working knowledge of commercial lease administration and landlord relations.
Bachelor's degree or equivalent experience preferred.

Responsibilities

Serve as the central intake point for all facility operations and maintenance requests across Velotic's global office portfolio, ensuring each issue is triaged, assigned, tracked, and resolved in a timely manner.
Oversee day-to-day facility operations for the Boston, MA headquarters and Foxboro, MA office, including cleanliness, safety compliance, space readiness, and brand standards.
Schedule and supervise routine and preventive maintenance, inspections, repairs, and cleaning services across all locations.
Support onsite office managers, administrators, and executive assistants globally with facility-related requests, coordinating local vendor support where needed.
Conduct periodic site visits to Foxboro and other Velotic offices to assess facility conditions and proactively identify issues.
Act as Velotic's primary liaison with the Boston, MA and Foxboro landlords on all facility-related matters, including maintenance coordination, building services, lease compliance, and ad hoc operational requests.
Maintain strong, professional relationships with property management teams to facilitate prompt resolution of issues and proactive communication on building changes or projects.
Document and track all landlord communications, open items, and commitments to ensure accountability and timely follow-up.
Source, vet, onboard, and manage a diverse portfolio of service providers including cleaning services, HVAC, electrical, plumbing, general contractors, security, and office services vendors.
Partner with the Procurement team to manage new and existing vendor setup, contract documentation, and compliance requirements.
Assist in evaluating competitive bids, negotiating service agreements, and establishing performance benchmarks; maintain comprehensive vendor records and track service delivery against agreed SLAs.
Ensure vendor performance meets Velotic's operational standards and leadership expectations; manage escalations and drive accountability.
Manage multiple concurrent facility projects across different geographies, maintaining organized tracking of tasks, timelines, budgets, and stakeholder communications.
Maintain structured documentation for all facility operations including vendor contracts, maintenance logs, inspection reports, incident records, and project status updates.
Support space planning, office setup, and move coordination activities as the company grows and evolves.
Handle ad hoc facilities requests from leadership and employees with a high degree of professionalism and urgency.