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Facilities Coordinator
Job in
Indianapolis, Hamilton County, Indiana, 46262, USA
Listed on 2026-06-19
Listing for:
MalaceHR
Full Time
position Listed on 2026-06-19
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Administrative Management, Virtual Assistant/ Remote Admin, Data Entry
Job Description & How to Apply Below
MalaceHR is seeking a detail-oriented and organized Site Operations Coordinator to support daily site operations and administrative functions. This role plays a key part in ensuring smooth communication between internal teams, vendors, and clients, while maintaining efficient workflows and supporting operational excellence.
Key Responsibilities- Provide administrative and operational support to site management
- Coordinate vendor scheduling, site visits, and inspections
- Maintain accurate records of vendor activity, service requests, and site operations
- Triage and manage client work order queues, ensuring timely responses and resolution
- Support cubby assignment programs and workplace adjustments (hot/cold call requests)
- Assist with preparation of reports related to site operations and vendor performance
- Respond to routine inquiries from staff, vendors, and clients
- Organize and maintain site documentation, records, and operational manuals
- Track and report on key performance indicators (KPIs)
- Coordinate meetings and prepare supporting materials
- Support front desk operations, including greeting visitors when needed
- Liaise with regional mailroom leadership to ensure efficient mail operations
- Assist in implementing site procedures, protocols, and compliance initiatives
- Participate in safety programs to promote a safe work environment
- Support additional operational tasks and special requests as needed
- Minimum of 2 years of experience in administrative or operational support roles
- Strong organizational skills with high attention to detail
- Proficiency in Google Workspace and Microsoft Office (especially Excel and Outlook)
- Excellent written and verbal communication skills
- Ability to manage multiple priorities and meet deadlines
- Strong customer service mindset
- Ability to work onsite full-time
- Flexibility to travel between nearby client locations (reimbursed)
- Experience in facilities management or property management environments
- Familiarity with vendor management processes
- Basic knowledge of building operations and maintenance
- Experience with data entry and database systems
- Understanding of workplace health and safety practices
- Exposure to scheduling or coordination software tools
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