Associate Facilities Coordinator (Facilities Planner, Associate)

Key Responsibilities

• Coordinate facility needs across multiple locations and report issues to leadership for resolution.
• Aid in the implementation and updates to facility operating procedures and maintenance processes.
• Support planning and scheduling of preventative maintenance for building systems such as HVAC, electrical, and general infrastructure.
• Conduct routine facility walkthroughs to identify maintenance needs or safety issues and escalate findings.
• Aid in space planning tasks including workstation changes, office moves, and furniture setup.

Vendor & Contractor Coordination

• Coordinate daily vendor activities such as janitorial, security, and maintenance services.
• Maintain vendor performance and communicate issues or service gaps to management.
• Support contractor scheduling, site access, documentation, and oversight for repairs, upgrades, and small renovations.

Project Support

• Provide coordination for small-scale facility projects, including collecting cost estimates, tracking progress, maintaining timelines, and updating documentation.
• Prepare basic reports, logs, and spreadsheets to support project and operational tracking.

Safety & Compliance

• Aid in facility safety programs, OSHA-related tasks, and internal policy compliance.
• Help conduct facility inspections and audits related to SDS, PPE, hazardous materials, and Lockout/Tagout readiness.
• Support incident reporting by gathering information, documenting findings, and tracking follow-up actions.
• Help maintain emergency preparedness materials, equipment, and site readiness.

Emergency & Workplace Support

• Assist with emergency equipment checks and routine inspections across multiple sites.
• Support onboarding activities including access control requests, credentialing, and workspace setup.
• Travel to assigned sites as scheduled or directed to support operational needs.
• Perform other facility support duties as assigned.