Principal Facilities Coordinator

About the role

The role is based in Houston, Texas and reports to the Manager, Facilities based in Bedford, MA. This position is responsible for the organization of shipping, security, kitchen services, meeting room set-ups, and other facilities-related requests and services. It involves interfacing with outside vendors of equipment and supplies and supporting all department initiatives.

Responsibilities

• Maintain a professional business environment in support of the company's business objectives in the Houston office.
• Ensure the professional appearance of the Houston office and the delivery of quality facilities services.
• Coordinate shipping and mailroom activities at the Houston office, including incoming and outgoing postal and express mail, and shipping services.
• Coordinate office security, maintaining the database on the card access system for site, ensuring all access points are secured as appropriate.
• Assist in Health, Safety and Environmental (HS&E) requirements, ensuring all standard precautions and evacuation plans are in effect (exit plans, fire warden training, fire drills, fire extinguisher inspections, first aid supplies).
• Perform general maintenance, floor and equipment inspections within the office for all office facilities, services, and equipment. Troubleshoot problems and notify the appropriate parties to correct the issue.
• Plan, schedule, coordinate, and monitor all facility moves, additions, changes, and maintain accurate charts of all office seating assignments.
• Work with the manager and internal BU’s or their designees in allocating space, furniture, and equipment to meet business requirements, maintaining the company’s office standards.
• Communicate status of all facilities projects and issues to the manager as appropriate.
• Perform all incoming and outgoing mail and shipping services.
• Monitor the facilities Ivanti Helpdesk system and follow up on requests in a timely manner.
• Work closely with IS in the delivery and communication of equipment issues and AV services, including being the first responder to troubleshoot any issues.
• Notify and follow up with the Facilities team members regarding any maintenance and cleaning issues within the office, ensuring prompt resolution.
• Coordinate with outside suppliers for refreshments, confidential waste disposal, cleaning, offsite storage, and other facilities-related items.
• Maintain appropriate levels of stationery, shipping, and kitchen supplies.
• Work with the manager on ad-hoc projects, as required.

Requirements

• High school diploma or GED required.
• 3+ years of related experience in facilities, building management, or administration preferred.
• Computer skills and proficiency in using Microsoft Outlook, Excel, Word, and PowerPoint.
• Excellent organizational, planning, and prioritization skills.
• Strong written, verbal, and interpersonal communication skills.
• Aptitude for building and maintaining business relationships.
• Ability to manage multiple projects, tasks, and assignments in a fast-paced, dynamic environment while adhering to strict timelines.
• Occasional work outside of regular business hours may be required.