Senior Facilities Coordinator

Senior Facilities Coordinator

The Senior Facilities Coordinator is responsible for overseeing the day-to-day operations of a large corporate office, ensuring employees have a safe, clean, organized, and productive work environment. This position manages mailroom operations, coordinates facility maintenance, oversees vendors, supports office projects, and serves as the primary point of contact for workplace services. The ideal candidate is highly organized, customer-focused, hands-on, and able to manage multiple priorities in a fast-paced environment.

Facilities Operations

• Manage the daily operations of the corporate mailroom, including incoming and outgoing mail, USPS, Fed Ex, UPS, DHL, courier services, certified mail, and package distribution.
• Operate and maintain mailing equipment and ensure adequate shipping and mailing supplies are available.
• Serve as the primary point of contact for shipping vendors and resolve mail and delivery issues.
• Coordinate the daily operation of office facilities and workplace services.
• Conduct routine inspections to ensure the office is clean, organized, and operating efficiently.
• Respond to employee facilities requests and service tickets in a timely manner using Zendesk.
• Maintain copy rooms, and other common areas.
• Coordinate office moves, furniture reconfigurations, workstation setups, and seating assignments.
• Prepare offices and workstations for new hires and employee onboarding

Building Maintenance

• Coordinate repairs and preventive maintenance with property management and building engineers.
• Submit, monitor, and manage facility work orders through Zendesk.
• Follow up to ensure maintenance requests are completed accurately and on time.
• Communicate building-related issues, repairs, and scheduled maintenance to employees.
• Conduct routine inspections to identify maintenance needs and workplace concerns

Vendor Management

• Manage relationships with cleaning services, maintenance contractors, furniture vendors, movers, and other facility service providers.
• Obtain proposals and quotes for facility-related services and projects.
• Schedule vendor visits and oversee work performed on-site.
• Ensure vendors comply with company policies and building requirements.
• Verify completed work meets company expectations and quality standards

Space Planning & Office Management

• Assign offices, workstations, and hoteling spaces.
• Maintain accurate office seating charts and workplace management software.
• Coordinate employee office relocations and departmental moves.
• Assist with office expansions, renovations, and space planning projects

Furniture & Equipment

• Coordinate the delivery, installation, relocation, and assembly of office furniture.
• Maintain an inventory of office furniture and equipment.
• Arrange repairs or replacement of damaged furniture.
• Assist with moving furniture and equipment throughout the office.
• Set up offices, conference rooms, and meeting spaces for new employees and special events

Health & Safety

• Conduct workplace safety inspections.
• Ensure compliance with OSHA and company safety standards.
• Coordinate emergency evacuation procedures.
• Maintain first aid kits and emergency supplies.
• Report safety concerns and coordinate corrective actions.

Office Services

• Maintain adequate inventory of office supplies

Administrative Responsibilities

• Maintain facilities documentation and records.
• Process facilities-related invoices and purchase orders.
• Maintain vendor contracts and equipment warranties.
• Prepare reports, spreadsheets, and other administrative documentation.
• Maintain accurate records of facility assets and workplace equipment.

What This Person Will Bring

• Associate's degree or equivalent work experience.
• 3–5 years of facilities, office management, workplace operations, or related experience in a corporate environment
• Excellent organizational and time management skills with the ability to prioritize multiple tasks simultaneously
• Strong customer service, communication, and interpersonal skills
• Experience coordinating vendors and managing facility-related projects
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel)
• Experience using Zendesk or a similar work order/ticketing system
• Ability to work independently while exercising sound judgment and decision-making
• Ability to maintain confidentiality and professionalism when working with employees, vendors, and leadership
• Experience supporting a large corporate office environment preferred
• Experience coordinating office moves, renovations, and workplace improvement projects preferred
• Knowledge of OSHA workplace safety requirements preferred
• Experience with workplace management or space planning software preferred

Core Competencies

• Customer Service
• Facilities Operations
• Mailroom Operations
• Vendor Management
• Project Coordination
• Organization & Planning
• Communication
• Problem Solving
• Time Management
• Attention to Detail
• Team Collaboration
• Adaptability
• Multitasking

Physical Requirements

• Must be able to lift, push, pull, and carry up to 50 pounds.
• Must be able to move office furniture, equipment, and supplies as…