Facilities Coordinator

Job Description

The Facilities Coordinator 2 provides comprehensive administrative and operational support for facilities work orders, MAC (moves, adds, changes), and event coordination activities within a corporate real estate environment. This role combines day-to-day facilities operations with project support responsibilities and serves as a key liaison between vendors, internal stakeholders, and clients to ensure smooth facility operations and successful delivery of relocation and event projects.

The Facilities Coordinator 2 provides comprehensive administrative and operational support for facilities work orders, MAC (moves, adds, changes), and event coordination activities within a corporate real estate environment. This role combines day-to-day facilities operations with project support responsibilities and serves as a key liaison between vendors, internal stakeholders, and clients to ensure smooth facility operations and successful delivery of relocation and event projects.

• Schedule and coordinate vendor activities, site inspections, and onsite services to support daily facility operations.
• Maintain accurate records of vendor interactions, service requests, work orders, and site activities in the appropriate systems.
• Assist in preparing basic reports on site operations, vendor performance, and event project status for internal stakeholders.
• Respond to routine inquiries from staff, vendors, and clients, providing timely and professional customer service.
• Support the implementation of site procedures and protocols to ensure consistent and compliant operations.
• Organize and maintain site documentation, operational manuals, and other reference materials for facilities and MAC activities.
• Assist in tracking and reporting key performance indicators (KPIs) related to site operations, vendor performance, and events.
• Coordinate site meetings and help prepare agendas, meeting materials, and follow-up documentation.
• Help support front desk operations by greeting visitors, answering questions, and directing guests as needed.
• Liaise with the regional mailroom lead to ensure smooth mailroom operations and efficient handling of incoming and outgoing mail.
• Participate in safety and compliance initiatives to promote a safe and well-maintained working environment.
• Provide back-up reception support on an as-needed basis, ensuring continuity of front desk services.
• Provide back-up mailroom support on an as-needed basis to maintain consistent mail handling and distribution.
• Assist with development of scope and schedules for relocations, reconfigurations, setups, and resets associated with events and MAC activities.
• Handle administrative responsibilities for events, including preparing meeting minutes, agendas, and event project reports.
• Manage action agendas and associated event project documentation to ensure tasks are clearly assigned and tracked.
• Review and edit event project documentation developed by team members for accuracy and completeness.
• Update event project documentation on client or facility management SharePoint sites to keep information current and accessible.
• Receive and process client requests for both operational needs and event coordination, ensuring timely follow-up and resolution.
• Participate in planning meetings with clients, facility managers, and key stakeholders to define requirements and timelines for projects and events.
• Initiate meetings to review event project schedules with vendors and stakeholders, aligning expectations and deliverables.
• Communicate issues and concerns requiring resolution to appropriate stakeholders, escalating when necessary to ensure smooth operations.
• Assist with close-out activities for events and projects, including preparing reports, capturing lessons learned, and coordinating client surveys.
• Support the ongoing implementation and refinement of site procedures and protocols related to facilities, MAC, and events.
• Maintain site documentation and operational manuals in an organized and easily accessible manner for the broader team.

• Minimum of 2 years of experience in facilities coordination, operational support, relocation project management support, or a similar role in a corporate real estate environment.
• Experience working with event coordination, including supporting setups, resets, and related logistics.
• Strong organizational skills and attention to detail, with the ability to manage multiple tasks…