Office & Facilities Coordinator
About The Position
The Office & Facilities Coordinator serves as the operational heartbeat of the workplace by supporting front office operations, facility coordination, and administrative support across multiple departments. This role is responsible for creating a professional and welcoming environment for employees, visitors, customers, and vendors while ensuring the office remains organized, safe, and fully functional. The ideal candidate is highly organized, bilingual in English and Spanish preferred, customer-service oriented, and able to manage multiple priorities in a fast-paced corporate environment. This position partners closely with Human Resources, Operations, IT, Finance, and Leadership teams to support daily business operations and workplace efficiency.
Requirements
- 5+ years of experience in office coordination and/or facilities coordination, administrative support, or related role
- Bilingual in English and Spanish preferred.
- Strong customer service and interpersonal communication skills.
- Ability to prioritize tasks and manage multiple responsibilities simultaneously.
- Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams).
- Strong organizational skills and attention to detail.
- Ability to work independently and collaboratively across departments.
- Must maintain a professional appearance and demeanor while demonstrating a positive, proactive, and customer-focused attitude.
- Demonstrates strong follow-up skills and attention to detail, ensuring timely completion of tasks and effective communication.
Nice To Haves
- Experience supporting a corporate office environment preferred.
- Experience working in a multi-department corporate environment.
- Experience coordinating meetings, phone, and email correspondence.
- Knowledge of workplace safety procedures and office operations.
- Experience with work orders and submittments.
- Office management software preferred.
Responsibilities
- Greet and assist visitors, candidates, vendors, and employees in a professional and welcoming manner.
- Answer and direct incoming phone calls and emails.
- Maintain office appearance, lobby areas, conference rooms, and common spaces.
- Coordinate incoming/outgoing mail, packages, and deliveries.
- Order and maintain office, kitchen, and facility supplies.
- Support scheduling of meetings, conference rooms, and office events.
- Assist with employee onboarding, desk setups, badges, and office orientations.
- Update and maintain floor plans for all locations.
- Work closely and unison with the facility manager and property management companies.
- Coordinate building maintenance requests and follow up on repairs and service tickets.
- Serve as liaison with vendors, property management, janitorial services, and maintenance providers.
- Monitor office equipment and coordinate repairs as needed.
- Assist with workplace safety procedures and emergency preparedness.
- Support office moves, workstation setups, and space planning.
- Conduct routine office walkthroughs to ensure cleanliness, organization, and functionality.
- Maintain facility records, vendor contacts, and service schedules.
- Provide administrative support to multiple departments including HR, Operations, Finance, and Leadership.
- Assist with employee communications, document preparation, and data entry.
- Support company events, meetings, trainings, and employee engagement activities.
- Help coordinate travel arrangements, catering, and office logistics.
- Assist with invoice processing, vendor communication, and expense tracking.
- Support special projects and additional administrative duties as assigned.
Benefits
- Medical, Dental, and Vision Insurance
- Life Insurance
- Flexible Spending Accounts (FSA)
- Accident, Hospital, Indemnity Insurance
- Short Term Disability (STD) and Long-Term Disability (LTD) Insurance
- Employee Assistance Program (EAP)
- 401(k) Plan
- Tuition Reimbursement
- Paid Holidays
- Paid Time Off (PTO)
- Transportation Reimbursement Benefit (Mass Transit, Carpool, and Plug-In Electric Vehicle)
- Referral Bonus
- Quarterly lunches
- Daily fresh fruit
- Office Starbucks Coffee/Latte/Espresso Machine
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
