Facilities Coordinator

Position: Facilities Coordinator 3
Job Title:

Facilities Coordinator 3

Job Description

The Facilities Coordinator 3 supports site and assistant facility managers by overseeing day-to-day facilities operations, coordinating vendors, and ensuring a safe, clean, and well-organized workplace across multiple office floors. This role blends facilities coordination, basic maintenance oversight, and administrative support, with opportunities to grow into a full-time position after the contract period. The coordinator works standard business hours, partners closely with internal teams and external vendors, and serves as a key point of contact for building services, amenities, and client relationships.

Responsibilities

+ Support site and assistant facility managers with daily operational activities in maintenance, operations, accounting, finance, vendor oversight, equipment, supplies, and occupancy services.

+ Conduct daily walkthroughs of assigned floors to ensure the office remains clean, organized, and safe for all occupants.

+ Respond promptly to all work orders, ensuring adherence to key performance indicators and delivering excellent customer service.

+ Identify opportunities for operational improvements and service excellence, and make recommendations to enhance building performance and user experience.

+ Conduct site inspections and assessments to ensure building procedures and performance measures are consistently maintained.

+ Schedule and manage repairs, maintenance, minor works, and other work requests, tracking progress through to completion.

+ Provide clear information and direction to vendors, facilities staff, and other service providers to ensure coordinated execution of work with minimal disruption.

+ Assist in the procurement and onboarding of vendors and services as required, following established policies and procedures.

+ Coordinate delivery of site amenities such as fitness services, food services, massage, transportation support, and office moves, acting as the primary on-site contact.

+ Provide coordination and logistical support for events, meetings, and conference facilities, ensuring rooms and services are prepared and functioning.

+ Support reception and guest services as needed, including covering reception and mailroom functions when primary staff are out of office.

+ Oversee mail and courier services, office supplies, and office equipment maintenance to support smooth day-to-day operations.

+ Assist with landlord relations and manage building access passes, contributing to safety and security support for the site.

+ Update and maintain accurate records and official site documentation, including web pages and systems related to building operations, moves, events, and reception.

+ Maintain and propose emergency response plans, including evacuation procedures, after-hours emergency response, and environmental health and safety measures.

+ Provide basic logistical assistance and implementation support to the Moves, Adds, and Changes (MAC) team during office reconfigurations.

+ Coordinate site operations in alignment with all agreed policies, procedures, and contract scope requirements.

+ Build and maintain positive client and vendor relationships, ensuring overall operations are maintained at a high level and service expectations are met or exceeded.

+ Comply with all requirements of the client contract and consistently meet or exceed key performance indicators.

+ Actively support an environment of teamwork, cooperation, performance excellence, and personal success across the facilities team.

Essential Skills

+ Experience in facilities coordination, property management, facility management, or facility maintenance, or in an administrative role with strong exposure to facilities and vendor coordination.

+ Proven ability to coordinate vendors, schedule repairs and maintenance, and track work requests to completion.

+ Strong organizational skills to manage multiple floors, tasks, and priorities simultaneously.

+ Ability to conduct regular site walkthroughs and inspections to ensure cleanliness, organization, and safety.

+ Customer service mindset with the ability to respond quickly and professionally to work orders and occupant requests.

+ Strong communication skills to provide clear direction to vendors, facilities staff, and service providers.

+ Proficiency with technology and the ability to work in a tech-savvy environment, including use of Corrigo and Google programs.

+ Ability to maintain accurate records, documentation, and web-based information related to building operations and services.

+ Capability to support reception, mailroom, and general office services when needed.

+ Demonstrated ability to build and maintain positive client and vendor relationships while supporting high operational standards.

+ Comfort working without assigned seating and adapting to different work areas as needed.

Additional

Skills & Qualifications

+ Experience in being handy or performing basic maintenance tasks is a plus, with a maintenance technician available for more…