Facilities Coordinator

Responsibilities

• Coordinate and respond to facilities work orders from U.S. sites, ensuring timely resolution through vendor and stakeholder communication.
• Maintain tracking systems, documentation, and status reporting for all facilities requests.
• Support daily workplace operations across multiple OBNA office locations.
• Coordinate procurement of furniture, fixtures, equipment (FF&E), and fire and life safety equipment.
• Obtain and distribute Certificates of Insurance (COIs) as required.
• Coordinate vendors and monitor performance and compliance.
• Process invoices, expense documentation, and reconciliations.
• Administer fleet records, scheduling, and accident documentation.
• Meet productivity, quality, and Corporate Compliance standards.
• Perform other duties and special projects as assigned.

• 3+ years of experience in facilities management, workplace operations, office administration, or a related field
• Experience supporting multiple office locations or a geographically dispersed portfolio
• Ability to manage priorities across sites with different needs and stakeholders
• Experience coordinating with remote vendors and property management across regions and time zones
• Experience managing facilities vendors, including pest control, landscaping, and building maintenance
• Experience with fleet administration, asset management, or similar operational responsibilities preferred
• Strong organizational skills with the ability to manage competing priorities
• Proven problem-solving skills in a multi-site environment
• Ability to work independently while collaborating effectively with cross-functional teams
• Strong communication, customer service, and stakeholder management skills
• Proficiency in Microsoft Office and administrative systems