Procurement & Facilities Coordinator

Medecins Sans Frontieres•Columbia, WA

2d•Onsite

About The Position

The Procurement and Facilities Coordinator provides essential administrative and operational support to the Procurement and Facilities Services function. This role supports the procurement team through day‑to‑day administrative activities, including credit card transaction processing, procurement database maintenance, reporting, and the purchasing of approved goods and services. The position serves as the primary coordinator for daily facilities operations at the Washington DC office, acting as the on‑site office manager. The role ensures a safe, functional, and well‑organized workplace by overseeing office/building security coordination, office events and logistics, inventory and supplies, routine maintenance, vendor coordination, and staff safety‑related needs. Reporting to the Director of Procurement and Facilities Services, the Procurement and Facilities Coordinator works closely with internal teams and external vendors to support efficient operations, compliance with organizational procedures, and a positive work environment for staff and visitors.

Requirements

Associate’s or Bachelor’s degree in business administration, facilities management, supply chain, or a related field, or equivalent relevant work experience
3-5 years of relevant work experience in an administrative, procurement, facilities, or office management role
Experience processing and reconciling credit card or purchasing transactions
Familiarity with procurement policies, internal controls, and compliance requirements
Experience coordinating vendors and service providers
Experience supporting office facilities or acting in an office manager capacity
Basic understanding of workplace safety or facilities
Strong organizational skills and attention to detail
Proficiency in Microsoft Office applications (Excel, Word, Outlook, SharePoint); experience working with databases or procurement systems
Ability to manage multiple tasks and priorities in a fast‑paced environment
Strong written, verbal; communication and interpersonal skills
Ability to work independently and exercise good judgment while knowing when to escalate issues
High attention to detail and organizational skills
Familiarity with ERP systems
Works from office 5 days/week
Must be willing to travel for work as needed
Occasional after-hours or early-morning work may be required to support events, maintenance, or urgent facilities issues
The role may involve light physical activity, such as moving small equipment, supplies, and furniture.

Responsibilities

Oversee operations of the organization’s US facilities.
Conduct regular needs assessments, coordinate and implement planned and unplanned maintenance services and projects.
Manage oversight of the programming and operation of the mechanical, security, and life-safety system.
Maintain building/county and state rules and regulations and respond to FDNY and DOH inspections for the NY office.
Establish and use financial plans to achieve organizational objectives, including monitoring and analyzing financial data to identify deviations from targets.
Execute and manage production or operations using predetermined protocols and procedures to achieve specified operational performance standards.
Adhere to internal policies, procedures, and external standards, including regulatory and voluntary codes of conduct, to minimize business risk and protect the organization's reputation.
Systematically identify, analyze, plan, and implement actions designed to engage with external and/or internal stakeholders to create positive relationships by appropriately managing their expectations and agreed objectives.
Achieve specific procurement goals within area of responsibility. May also involve working to improve established procurement procedures.
Manage basic aspects of the data management system with guidance from senior colleagues. This includes being responsible for developing or operating basic elements of the data management systems to deliver prescribed outcomes.
Represent the organization in a single professional forum in order to promote the organizational brand. May well focus on a specific area of the organization, such as a function.
Contribute to the drafting of policies, procedures, and related guidelines within an area of expertise to meet defined key principles and ensure compliance with external requirements.
Collate and analyze data using pre-set tools, methods and formats. Involves working independently.