Facilities Coordinator

What this job involves

Under the direction of the Senior Facilities Manager, the Facilities Coordinator will oversee the effective operation, maintenance, and improvement of facility systems and services. This position serves as a concierge and security coordinator, delivering a high-touch, hospitality-driven workplace experience while ensuring a safe, secure, and well-managed office environment. You will serve as the primary front-of-house presence, supporting employees, visitors, and vendors, while overseeing access control, security operations, and incident response. You will work closely with various teams and stakeholders to ensure the building operates efficiently, effectively, and in compliance with all relevant regulations and standards.

What your day-to-day will look like

• Serve as the primary point of contact for employees, visitors, and vendors, delivering a professional and welcoming experience
• Manage front desk operations, including visitor check-in via systems (e.g., Envoy), badge issuance, and host notifications
• Provide guidance on workplace services, amenities, and policies
• Avoid workplace requests, issues, and support
• Maintain shared spaces to ensure cleanliness, organization, and readiness
• Handle mail, packages, and deliveries
• Issue, manage, and troubleshoot employee and visitor badges and access permissions
• Monitor access control systems and escalate irregularities or alarms to Global Security/GSOCC
• Coordinate vendor and contractor access, including escorting when required
• Conduct routine office patrols to identify safety hazards, unsecured areas, or suspicious activity
• Support emergency preparedness activities, drills, and audits
• Document and report incidents, daily activity, and security concerns in a timely manner

Required Qualifications

• Proven experience in facilities coordination or similar administrative role
• Solid understanding of facilities management principles, building systems, construction and maintenance practices, and safety and code compliance requirements
• Strong vendor management, negotiation, and budgeting experience
• Excellent communication, leadership, and problem-solving abilities
• Proficiency with facilities and project management software/tools (e.g., CAFM, CMMS, MS Project)
• Ability to manage multiple priorities simultaneously and work under pressure

Preferred Qualifications

• Bachelor's degree in Engineering, Facilities Management, Project Management, Construction Management, Business Administration, or related field (or equivalent work experience)
• Project management or construction experience