Facilities Administrative Coordinator
Position Summary
The Temporary Facilities Administrative Coordinator provides administrative, clerical, and operational support to the Facilities Department. This role is responsible for coordinating workplace services, maintaining records and documentation, supporting employee onboarding activities, assisting with Return-to-Office (RTO) initiatives, and ensuring efficient day-to-day facility operations. The ideal candidate is highly organized, detail-oriented, customer-service focused, and capable of managing multiple priorities in a fast-paced environment.
Key Responsibilities
Order, receive, stock, and organize office, breakroom, and kitchen supplies
Maintain inventory levels and assist with supply forecasting and replenishment
Prepare, organize, and maintain facility-related records, reports, and documentation
Organize vendor work summaries and maintain electronic files within SharePoint
Maintain Facilities distribution lists, departmental communications, and contact databases
Update and maintain key control logs, records, and tracking systems
Perform filing, scanning, record retention, and document management activities
Create spreadsheets, reports, presentations, and correspondence as needed
Schedule meetings, coordinate calendars, and prepare meeting materials
Auxiliary with data entry, report generation, and administrative projects
Employee Onboarding & Workplace Services
Aid with New Hire Orientation forms and onboarding documentation
Coordinate employee badge requests and access updates
Aid employees with parking registration, inquiries, and issue resolution
Aid with workstation, office, and equipment readiness for new hires and employee transfers
Aid with employee seating assignments and workspace relocations
Coordinate welcome packets and onboarding logistics
Provide general workplace support and respond to employee facility-related inquiries
Security & Access Management
Partner with Security to ensure contractor and badge extensions are processed in accordance with contract requirements
Track badge expirations and assist with renewal and termination processes
Maintain access control records and vendor badge documentation
Ensure access-related records and reports are accurately maintained in SharePoint
Vendor & Visitor Coordination
Coordinate vendor visits, service appointments, and contractor access requests
Ensure vendors and visitors are properly pre-registered with Security
Arrange visitor parking validations and workplace accommodations
Aid with visitor reception and logistics coordination
Maintain vendor contact information and service documentation
Maintenance & Work Order Administration
Order and organize maintenance supplies, materials, and consumables
Assist with preventive maintenance scheduling and tracking
Support work order creation, assignment, and monitoring within Angus
Follow up on open work orders and communicate status updates to stakeholders
Maintain maintenance records, service reports, and vendor documentation
Aid with facility inspections and documentation of corrective actions
Aid with workspace readiness inspections and occupancy planning
Support employee engagement and workplace experience initiatives
Aid with department moves, space planning activities, and workplace logistics
Qualifications
A High School Diploma or equivalent required; Associate's Degree preferred
2+ years of administrative, office coordination, facilities, or workplace services experience preferred
Strong proficiency in Microsoft Office Suite including Word, Excel, Outlook, and PowerPoint
Experience with SharePoint, Angus, or similar work order management systems preferred
Excellent organizational, communication, and customer service skills
Strong attention to detail and ability to maintain confidential information
Ability to prioritize multiple tasks and meet deadlines with minimal supervision
Experience working with vendors, visitors, and cross-functional teams preferred
Pay Rate
$15.57 - $20.43/hr
Requisition ID
PMOUNTJP00001209