Facilities Coordinator

Overview

The Facilities Coordinator provides day-to-day operational, administrative, and logistical support to the Facilities & Travel Program Manager. This role focuses on execution, tracking, coordination, documentation, and reporting across facilities.

Responsibilities

• Maintain and update lease calendars, including option dates, renewal deadlines, escalation schedules, and notification requirements
• Track, organize, and maintain leases, contracts, amendments, and related documentation
• Coordinate with Accounting to ensure vendor invoices are accurately coded and routed for approval
• Manage vendor procurement administration, including JDE vendor number assignments through supplier maintenance forms
• Maintain vendor records, including certificates of insurance, W-9s, and compliance documentation; coordinate with Contract Administration and vendors to ensure ongoing compliance
• Schedule and coordinate site visits, inspections, walkthroughs, technician visits, and vendor meetings
• Afford building inspections and track remediation items through resolution
• Maintain building access, badging, keys, and move-related logistics
• Maintain space and occupancy data, including headcount, seating assignments, and utilization metrics
• Track furniture inventories, delivery schedules, installations, and decommissions
• Collect, organize, and compare vendor quotes for furniture, maintenance, repairs, and services
• Serve as a secondary point of contact for facilities-related inquiries and issue resolution
• Support relocations, expansions, and new office setups through detailed logistical execution and coordination
• Track project milestones, action items, schedules, budgets, change orders, and invoice status using project management tools
• Update and maintain facilities standard operating procedures, manuals, and internal reference documentation
• Design, develop, and maintain branded visual and operational materials, including room markers, nameplates, wayfinding signage, presentations, internal documents, letterheads, forms, and other standardized assets
• Travel as needed to support on-site projects alongside Facilities leadership, providing coordination, operational assistance, and post-visit follow-up
• Serve as the primary point of contact for corporate office managers and support the training and onboarding of new office managers as needed
• Serve Support employee training initiatives by scheduling sessions and preparing instructional materials

Qualifications

• 2+ years of experience in facilities coordination, office operations, and/or project coordination
• Strong Excel and Smartsheet skills, including reporting, reconciliation, filtering, and formatting
• Strong Microsoft Suite skills required, including Word, PowerPoint, Outlook, OneNote
• Proven experience coordinating vendors and cross-functional stakeholders
• High attention to detail with strong organizational and follow-through skills
• Ability to manage multiple priorities and deadlines in a fast-paced environment
• Strong written and verbal communication skills
• Familiarity with project management and document management tools
• Experience working with accounting or finance teams preferred
• Strong digital design skills required; experience with Visio and Yodeck preferred

Travel Requirements

0-5% of time will be spent traveling to job site(s)/office location.

Physical/Work Environment Requirements

• Remaining in a stationary position, often standing or sitting for prolonged periods
• Climbing stairs
• Repeating motions that may include the wrists, hands and/or fingers
• Quiet environment
• Light work that includes adjusting and/or moving objects up to 20 pounds

ENFRA is Proud to be an Equal Opportunity Employer

of Minorities, Women, Protected Veterans, and Individuals with Disabilities, and participates in the e-Verify program. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex, age, sexual orientation, gender identity, national origin, veteran status, disability, or any other classification protected by law.