Role Overview

The Facilities Coordinator manages the daily operations, maintenance, and administrative functions of the physical workspace. This role ensures a safe, productive environment while maintaining strict oversight of vendor relationships and facility-related expenditures.

Core Responsibilities

• Maintenance Coordination: Schedule and oversee preventative and reactive maintenance for building systems (HVAC, electrical, plumbing); perform regular inspections to ensure compliance with OSHA and local safety regulations.
• Financial & Invoice Management: Receive, review, and code all facility-related invoice submittals for accuracy. Reconcile billings against service contracts, resolve discrepancies with vendors, and ensure timely submission to the Accounting department for payment.
• Vendor Management: Act as the primary liaison for third-party contractors; facilitate the vendor onboarding process, monitor service quality, and track departmental spending against the annual budget.
• Operations & Logistics: Coordinate office moves, seating reconfigurations, and furniture setups; maintain updated floor plans and asset inventories.
• Supply & Inventory: Monitor and reorder office, kitchen, and maintenance supplies; manage equipment maintenance records and warranty information.

Requirements & Skills

• Experience: 1–3 years in facilities, property management, or office operations with a strong emphasis on administrative accuracy.
• Financial Literacy: Basic understanding of Accounts Payable processes and budget tracking.