Facilities Coordinator

Overview

United Way for Greater Austin — Facilities Coordinator | Department:
System and Operations | Regular, Full-time, Non-Exempt

United Way for Greater Austin brings our community together to break economic barriers and build opportunity for all. We break the cycle of economic hardships for families and individuals, striving to create a vibrant, thriving community. Recognizing the urgency of addressing economic challenges, we focus on increasing the availability of high-quality early care and education and access to pivotal resources to address financial barriers in Central Texas.

Our united front includes dedicated donors, volunteers, corporate and civic partners, staff, and a connected network of neighbors. Together, we leverage data, community alliances, services, and public engagement to transform Central Texas, responding to urgent needs with lasting, impactful solutions.

The Facilities Coordinator will be responsible for the day-to-day coordination of facilities, physical operations, and event logistics to ensure safe, functional, and well-maintained work spaces that support staff and organizational activities. This role focuses on coordination, oversight, and execution of facilities-related services.

To be successful in this role, you must have a service-oriented mindset, strong follow-through, and the ability to work independently with leadership set priorities. You will manage vendor relationships and partner with internal teams and external vendors to ensure facilities, mail services, and events run smoothly and consistently.

• Facilities & Workplace Operations
  • Coordinate day-to-day facilities service request (maintenance, cleaning, repairs, access issues)
  • Serve as primary on-site contact for facilities related vendors and service providers
  • Monitor workspace conditions to ensure safety, functionality, and readiness
  • Support physical access management (keys, badges, access requests) in coordination with Systems
  • Track facilities issues through resolution and ensure service quality
  • Coordinate emergency response planning and training in partnership with internal stakeholders and building management, ensuring preparedness and compliance
• Events & Physical Logistics
  • Coordinate logistics for organizational events, including room setup, furniture, equipment, and vendor access
  • Support event setup and breakdown in collaboration with internal teams and vendors
  • Ensure event spaces are prepared and operational according to requirements
  • Act as on site point of contact during events for facilities related needs
• Mail, Shipping & Assets
  • Manage incoming and outgoing mail and package delivery processes
  • Coordinate shipping, receiving, and distribution of physical materials
  • Support tracking and organization of physical assets as needed
  • Coordinate and maintain records management processes, including oversight of offsite document storage and physical storage solutions
• Vendor Coordination
  • Coordinate facilities, event, and building service vendors
  • Monitor vendor performance and service levels
  • Escalate vendor issues or service concerns to the Director
  • Ensure vendors follow organizational policies and site requirements
• Collaboration & Communication
  • Work closely with the Project Coordinator to support cross-functional requests (events, access, incidents)
  • Partner with the Project Coordinator on facilities related project work
  • Communicate status updates and issues clearly to stakeholders
  • Contribute to a positive, service oriented staff experience
• Documentation & Process Support
  • Follow established SPOs for facilities and operations services
  • Provide input for process improvements and documentation updates
  • Maintain accurate records related to facilities requests and vendor activity

• 3-5 years of experience in facilities coordination, operations support, workplace services, or event support
• Experience coordinating third-party vendors and service providers
• Strong organizational skills and effective time management
• Ability to manage multiple requests and shifting priorities
• Strong communication and customer service skills
• Comfort working in a lean, fast paced, service-oriented environment
• Ability to be on site and…