Workplace Facilities Coordinator

Gensler•Dallas, TX

3d•Onsite

About The Position

As the Workplace Facilities Coordinator your role is critical in ensuring the office environment operates smoothly, safely, and efficiently every day. This role works closely with facility vendors, manages maintenance needs, supports space functionality, and partners closely with the Workplace Experience team to ensure employees and guests can focus on their work without disruption. This position requires strong organization, proactive problem-solving, and a service-oriented mindset. The ideal candidate is detail-driven, responsive, and comfortable managing multiple priorities in a fast-paced, professional environment.

Requirements

3–5 years of experience in facilities coordination, workplace operations, or office management
Strong organizational and time-management skills
Excellent communication and interpersonal skills
Ability to prioritize, problem-solve, and remain calm under pressure
Proficiency in Microsoft Office and workplace systems (Teams, work order platforms, etc.)
Comfortable managing vendors and working within building management structures
Ability to perform light physical tasks including bending, reaching, kneeling, and occasional setup or breakdown of furniture or equipment
Ability to work on-site full-time and respond to facilities-related issues that may require immediate attention after hours or weekends

Nice To Haves

Experience working in a professional services environment preferred

Responsibilities

Serve as the primary point of contact for building management and property vendors
Submit, track, and follow up on work orders related to HVAC, lighting, plumbing, security, and general maintenance
Coordinate office repairs, preventative maintenance, and emergency response as needed
Monitor building systems and proactively identify issues that may impact employee comfort or operations
Manage relationships with facilities-related vendors including cleaning, waste, recycling, security, and specialty contractors
Schedule vendor services and oversee on-site work to ensure quality, safety, and minimal disruption
Track contracts, service schedules, and vendor performance
Support office moves, furniture reconfigurations, and space planning initiatives in coordination with leadership
Maintain conference rooms, collaboration spaces, and shared areas to ensure functionality and readiness
Support Workplace Experience Team with conference room configurations and breakdown for meetings and events
Coordinate access badges, keys, and parking access cards
Support workplace safety programs and emergency preparedness plans through the Emergency Response Team
Ensure compliance with building rules, local regulations, and internal workplace standards
Maintain inventory of office supplies, facility supplies, hospitality supplies, equipment, and furniture
Track facilities-related expenses, invoices, and purchase orders
Assist with budget tracking and provide reporting to office leadership
Partner closely with Workplace Experience, IT, and Office Leadership
Communicate clearly with employees regarding facilities updates, disruptions, or building notices
Provide responsive, professional support to staff and guests

Benefits

Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off.
We also offer a 401k, profit sharing, employee stock ownership, and twice-annual bonus opportunities.
As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees.
In addition, we reimburse tuition for certain eligible programs or classes.

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