Facilities and Office Specialist

Supports the day-to-day operations of ASI's site by ensuring the workplace is organized, welcoming, and running efficiently. This role serves as a primary point of contact for employees, visitors, vendors, and service providers while supporting facility coordination, office administration, and workplace experience initiatives. Combines office management, hospitality, and facilities coordination responsibilities.

Responsibilities

• Manage daily office operations to ensure a clean, organized, and professional workplace environment
• Serve as the primary point of contact for facility-related requests and coordinate appropriate solutions
• Coordinate with external vendors and service providers for facility maintenance, repairs, supplies, and workplace needs
• Support reception responsibilities including visitor coordination, employee assistance, and general office communication
• Manage workplace hospitality activities including coordinating lunches, meetings, events, and employee experiences
• Maintain inventory and ordering of office supplies, facility supplies, cleaning products, and other workplace resources
• Coordinate new hire onboarding logistics including workspace preparation, access badges, and facility orientation support
• Manage employee access needs including key fobs, security systems, and coordination with access control vendors
• Coordinate conference rooms, visitor needs, and internal office logistics
• Maintain facility-related documentation, vendor information, and operational records
• Work with Facilities leadership to support safety requirements, workplace standards, and site readiness
• Assist with coordination between facilities, operations, and employees to improve workplace processes
• Provide support for shop or staging area organization when needed in coordination with operational teams

Requirements

• 2+ years of experience in office administration, office management, facilities coordination, workplace operations, hospitality, or related experience
• Experience coordinating vendors, supplies, schedules, and workplace services
• Strong organizational skills with the ability to manage multiple priorities and requests
• Excellent interpersonal skills with a positive, customer-service-focused mindset
• Ability to support employees, visitors, and vendors professionally
• Strong written and verbal communication skills
• Experience with Microsoft Office, Google Workspace, or similar business applications
• Ability to identify workplace needs and proactively solve problems
• Comfortable working independently and creating structure in a growing environment

Preferred Qualifications

• Experience supporting facilities operations, workplace experience, or site coordination
• Experience supporting employee onboarding activities
• Experience coordinating company events, hospitality services, or employee programs
• Experience improving office processes or implementing workplace procedures
• Experience working in a fast-paced technical, manufacturing, or engineering environment

Benefits

• 401k with employer match
• Generous HSA contribution
• Employee Stock Ownership Plan
• PTO, Paid Holidays, and Flextime
• ASI covers 90% of employee medical plan costs