Office Operations and Facilities Coordinator

Sigma Theta Tau International Honor Society of Nursing•Indianapolis, IN

5d•Onsite

About The Position

This role involves managing the day-to-day operations and facilities of the office. The coordinator is responsible for ensuring the building is in order, handling mail and deliveries, coordinating with vendors and contractors, and communicating with tenants regarding maintenance and scheduled work. The position also includes managing office supplies, preparing meeting rooms, routing inquiries, and overseeing building safety and compliance. A key aspect of the role is maintaining organized documentation and clear communication with all stakeholders.

Requirements

Associate degree or higher preferred; equivalent experience in office administration, business operations, or a related field.
2 to 5 years of administrative, office management, or facility coordination experience.
Highly organized and comfortable managing multiple priorities.
Skilled in coordinating vendors and maintaining clear documentation.
Confident and professional communication with staff, tenants, contractors, and service providers.
Proactive approach to facility management, identifying and resolving issues.
Sound judgment for handling or escalating facility issues.
Comfortable with hands-on logistics, including mail processing and supply ordering.
Proficient with Microsoft Office applications.
Service-oriented mindset.
Reliable onsite presence.

Nice To Haves

Experience in a nonprofit or association environment.
Experience supporting building operations and tenant communication.

Responsibilities

Conducting daily building walkthroughs to ensure everything is in order.
Reviewing and addressing items in the facility log, including issues with vendors or contractors.
Managing incoming and outgoing mail and packages, and ensuring timely delivery.
Communicating with vendors, contractors, and service providers via phone and email to confirm schedules, obtain quotes, and review invoices.
Addressing tenant maintenance requests and communicating about upcoming scheduled work and potential disruptions.
Documenting tenant concerns and following up until resolution.
Monitoring office supply levels and placing orders.
Ensuring meeting rooms are prepared for staff.
Routing member inquiries to the appropriate personnel.
Reviewing building safety and compliance items, including scheduling inspections and updating emergency procedures.
Coordinating building access with security vendors.
Overseeing small facility projects or improvements, including timeline, cost, and paperwork.
Reviewing weekly progress, identifying outstanding issues, and flagging urgent items for leadership.
Maintaining the facility log and setting priorities for the upcoming week.