Facilities & Hospitality Coordinator

Foodlink Inc•City of Rochester, NY

16d•$26 - $30•Onsite

About The Position

Foodlink is seeking an organized, service-oriented, and highly collaborative Facilities & Hospitality Coordinator to help create exceptional experiences for employees, visitors, community members, and partners across all Foodlink facilities. This role serves as the primary coordinator for workplace hospitality, event logistics, and facility presentation, ensuring that Foodlink’s spaces are welcoming, well-maintained, highly functional, and reflective of the organization’s mission and values. Working closely with the Facilities, Marketing & Development, and Program teams, as well as external vendors and community partners—the Facilities & Hospitality Coordinator oversees day-to-day hospitality operations, supports internal and external events, provides audiovisual (AV) and meeting support, and helps ensure facilities are always visitor-ready. In addition, the Coordinator supports facility operations and preventative maintenance efforts, assists with capital improvement projects, and leads workplace wellness and employee engagement initiatives that enhance the overall experience of both staff and guests. Through a strong focus on service, organization, and attention to detail, this role helps ensure that every interaction with Foodlink’s facilities reflects the organization’s commitment to community, excellence, and hospitality.

Requirements

Bachelor's degree or equivalent experience in hospitality management, facilities management, event management, property management, operations, or a related field.
Two or more years of experience in hospitality, event coordination, facilities management, workplace services, conference services, or a related role.
Exceptional customer service and communication skills.
Strong organizational and project management abilities with attention to detail.
Experience coordinating vendors, contractors, and multiple stakeholders.
Ability to manage multiple projects and events simultaneously.
Familiarity with basic building systems and facilities operations.
Experience supporting audiovisual technology and conference room systems.
Intermediate proficiency with Microsoft Office, including Outlook, Teams, Excel, and Word.
Ability to lift up to 80 pounds and assist with room setups and furniture movement.
Valid driver's license and reliable transportation.

Responsibilities

Coordinate facility setup, breakdown, and AV support for internal and external meetings, events, and community gatherings.
Ensure event spaces are clean, organized, welcoming, and presentation-ready before, during, and after events.
Manage facility and event calendars, coordinating space reservations and logistics to avoid scheduling conflicts.
Provide on-site event support as needed, including occasional evening and weekend events.
Ensure a professional, welcoming experience for visitors, donors, volunteers, partners, and staff.
Support the sourcing, coordination, and setup of supplies and materials for tours, VIP visits, board meetings, and special events, helping ensure spaces are prepared and welcoming.
Support event wayfinding signage and ensure facility-wide signage is accurate, well-maintained, and presentation-ready.
Support workplace experience initiatives that enhance employee engagement and collaboration, particularly as they relate to the Foodlink Rec Room.
Support preventative maintenance, work order management, custodial tasks, and facility inspections.
Coordinate service agreements and vendors, including janitorial, landscaping, security, and building systems contractors.
Assist with procurement, inventory management, and compliance with organizational safety policies.
Support facility improvement and capital projects, including vendor oversight, documentation, and stakeholder communication.
Support project budgeting, purchasing, space planning, moves, and furniture installations.
Coordinate AV setup and support for meetings, trainings, and events.
Assist with conference room technology, hybrid meeting systems, security systems, and visitor management processes.
Collaborate with IT resources to support facility technology infrastructure.
Maintain facilities records, service agreements, vendor information, and documentation.
Track facilities-related expenses, invoices, and purchase requests.
Prepare reports and communications and provide after-hours support for major events or facility emergencies.
Perform other duties as assigned.