Facilities Coordinator
About the role
The Facilities Coordinator supports the day-to-day operations of facility services, ensuring that workplaces remain safe, efficient, and professional. This role coordinates vendors, assists with financial processes, supports site operations, and helps maintain a high standard of service delivery. The position suits a proactive, detail-oriented professional who is highly organized, customer-focused, and comfortable managing multiple priorities in a fast-paced environment.
Responsibilities
- Support the coordination and oversight of facility operations and service providers to ensure smooth daily functioning of the site.
- Build and maintain strong working relationships with internal stakeholders, property management teams, landlords, and vendors.
- Aid in managing contractors to ensure services meet established standards, expectations, and timelines.
- Assist with vendor sourcing and procurement activities, including identifying vendors and assisting with selection and onboarding.
- Process and manage purchase orders, ensuring accuracy, completeness, and timely completion in alignment with financial procedures.
- Support financial tracking, including monthly accrual reporting, budgeting activities, and maintenance of accurate financial records.
- Conduct facility inspections, audits, and safety checks to ensure compliance with operational standards, policies, and procedures.
- Help maintain the facility in a clean, safe, and fully operational condition by coordinating maintenance and service requests.
- Aid in business continuity, emergency preparedness, and disaster recovery initiatives as directed.
- Follow established incident reporting and escalation procedures, ensuring timely communication and documentation.
- Prepare and support operational reports, project documentation, and special initiatives as required by leadership.
- Contribute to achieving key performance indicators (KPIs) and service level agreement (SLA) objectives related to facility operations.
- Provide high-quality customer service to building occupants and stakeholders, responding promptly and professionally to requests and issues.
- Collaborate with cross-functional teams to support events, meetings, and other onsite activities that rely on facility services.
Essential Skills
- Demonstrated customer service experience with a strong focus on responsiveness and professionalism.
- Experience in facility management, facilities coordination, operations, property management, or a related environment (experience preferred).
- Hospitality or executive assistant experience required, with proven ability to support stakeholders and leadership in a professional setting.
- Strong organizational skills with the ability to manage multiple priorities and tasks in a fast-paced environment.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, with Excel and PowerPoint experience especially important.
- Attention to detail and accuracy in processing purchase orders, financial records, and operational documentation.
- Ability to build and maintain effective working relationships with vendors, landlords, property management teams, and internal stakeholders.
- Capability to conduct facility inspections, audits, and safety checks and to follow established procedures.
- Strong written and verbal communication skills for preparing reports, documentation, and stakeholder updates.
Additional Skills & Qualifications
- Bachelor’s degree in Business, Facilities Management, Operations, or a related field preferred.
- Experience supporting financial processes such as budgeting, accruals, and financial tracking preferred.
- Familiarity with risk management, safety programs, and best practices in facility operations.
- Experience supporting business continuity, emergency preparedness, or disaster recovery initiatives is an advantage.
- Comfort working with key performance indicators (KPIs) and service level agreements (SLAs) to drive performance.
- Ability to adapt to changing priorities and support special projects and initiatives as needed.
- Strong problem-solving skills and a proactive approach to identifying and resolving facility-related issues.
Work Environment
This is a contract position covering a temporary leave, with the potential to transition to a full-time role. The standard schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m. The Facilities Coordinator works in a professional office environment, collaborating closely with property management teams, landlords, vendors, and internal stakeholders. The role involves regular use of Microsoft Office tools, especially Excel, PowerPoint, Word, and Outlook, as well as interaction with various facility systems and service providers. The position requires a consistent onsite presence to support inspections, vendor coordination, and day-to-day operational needs, and it emphasizes a professional, customer-focused approach in all interactions.
Job Type & Location
This is a Contract position based out of Minneapolis, MN.
Pay And Benefits
The pay range for this position is $23.00 - $25.00/hr.
Requirements
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
- Medical, dental & vision
- Critical Illness, Accident, and Hospital
- 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
- Life Insurance (Voluntary Life & AD&D for the employee and dependents)
- Short and long-term disability
- Health Spending Account (HSA)
- Transportation benefits
- Employee Assistance Program
- Time Off/Leave (PTO, Vacation or Sick Leave)
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.
San Francisco Fair Chance Ordinance
Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.