Facilities & Office Coordinator

Neighborly•Irving, TX

3d•Onsite

About The Position

The Facilities & Office Coordinator supports daily office operations and helps maintain a welcoming, organized, safe, and functional workplace across assigned floors or buildings. The role coordinates visitor services, workplace operations, associate support, facilities requests, vendors, and customer inquiries, and regularly moves throughout the building to identify and address day-to-day needs. The coordinator independently manages routine responsibilities and works with the Facilities Manager on matters requiring additional direction or approval. The position is fully onsite at 500 East John Carpenter FWY, Irving, TX, with a full-time schedule of Monday through Friday, 8:00 AM–5:00 PM CT. Pay is competitive and commensurate with experience. Equity and bonus opportunities are available. The role involves typical office working conditions and physical tasks such as standing and sitting, using standard office equipment and computers, and lifting and moving items weighing up to 25 pounds. Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions.

Requirements

Communicate effectively, both verbally and in writing, with associates, customers, visitors, vendors, leadership, and cross-functional teams.
Manage multiple priorities and move between visitor, associate, and workplace needs throughout the day.
Be detail-oriented, accurate, and demonstrate strong follow-through.
Demonstrate sound judgment, problem-solving, and critical-thinking skills, including recognizing when escalation is appropriate.
Work independently within established processes, take initiative on routine matters, and work effectively as part of a team.
Be proficient in Microsoft Office, including Excel, Word, and Outlook, and able to learn visitor management, access control, work order management, purchasing, and other workplace systems.
Demonstrate strong organizational, customer service, and time management skills.

Responsibilities

Greet and assist guests, coordinate visitor access, connect visitors with the appropriate associate or department, provide directions and onsite support, and coordinate expected visitors, special events, and large groups.
Coordinate daily office and Facilities operations across assigned floors or buildings, conducting regular walkthroughs and addressing maintenance, cleanliness, supplies, meeting room readiness, furniture, equipment, and other workplace needs.
Submit, coordinate, and follow up on work orders, routine building service requests, and approved vendor visits; partner with building management and escalate larger or non-routine issues to the Facilities Manager.
Maintain office, breakroom, coffee, janitorial, and workplace supplies; coordinate shared office equipment needs; and manage mail, packages, shipping, deliveries, and related office services.
Support associate workplace needs, including new-hire workspace preparation, badges and access, office moves, furniture requests, meeting setups, onsite events, and other Facilities-related requests.
Maintain Facilities records, invoices, purchase documentation, vendor information, office maps, directories, and other operational records; support Facilities communications, workplace safety activities, and projects.
Monitor inquiries received through the company's Contact Us form, review submissions for complete information, route requests to the appropriate department, brand, or internal contact, and escalate sensitive or unresolved matters as appropriate.
Perform other duties as required.