Facilities & Workplace Coordinator

Responsibilities

• Monitor and manage open work orders to ensure timely completion, accurate documentation, and closure in accordance with established service levels.
• Travel to client sites throughout the Tempe area to provide onsite support and services.
• Review, validate, and process vendor invoices, ensuring accuracy, proper documentation, and timely payment.
• Collaborate with landlords, tenants, and service providers to ensure compliance with established procedures, policies, reporting requirements, and service expectations.
• Serve as a point of contact for site-related inquiries, responding promptly and professionally to client requests, concerns, and service needs.
• Conduct routine site walkthroughs to identify facility-related issues, monitor service quality, and support corrective actions as needed.
• Follow established procedures, written instructions, and communications while proactively seeking clarification when necessary to ensure successful outcomes.
• Respond effectively to routine inquiries and concerns from clients, vendors, team members, and leadership.
• Utilize established processes and guidelines to resolve routine operational issues while exercising sound judgment and attention to detail.
• Contribute to team success by consistently delivering high-quality work within clearly defined responsibilities, processes, and performance expectations.
• Execute assigned tasks and administrative functions accurately and efficiently while working under the guidance of facility management leadership.

Requirements

• A High School Diploma or GED, plus 2 or more years of professional related experience.
• Experience supporting administrative or operational processes, with exposure to finance-related activities such as purchase order creation, invoice processing, and vendor coordination preferred.
• Proven customer service experience, with a professional, responsive, and solutions-oriented approach to supporting clients and stakeholders.
• Reliable transportation is required for regular visits to client locations.
• Strong organizational skills with exceptional attention to detail and the ability to effectively manage multiple priorities in a fast-paced environment.
• Demonstrated ability to work independently, take initiative, and proactively seek clarification or guidance when needed.
• Effective verbal and written communication skills, with the ability to interact professionally with internal teams, vendors, landlords, tenants, and clients.
• Ability to conduct routine facility walkthroughs to assess site conditions, identify concerns, and help ensure facility standards are maintained.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint. Experience with a Computerized Maintenance Management System (CMMS) is preferred.
• Strong attention to detail and commitment to delivering accurate, high-quality work.
• Ability to follow established procedures, policies, and work standards while exercising sound judgment in day-to-day activities.
• Demonstrated customer service and relationship-building skills, with a focus on responsiveness, professionalism, and follow-through.
• Basic math and analytical skills, including the ability to perform calculations involving percentages, discounts, markups, and other routine business metrics.

Qualifications

Applicants must be currently authorized to work in the United States without the need for visa sponsorship now or in the future.