Facility Coordinator AQ

Aquent is proud to partner with a prominent financial services organization dedicated to empowering individuals and institutions through innovative solutions and a steadfast commitment to excellence. This company cultivates a dynamic and supportive environment where every contribution plays a tangible role in creating seamless and efficient operations.

Are you a highly organized and proactive professional with a passion for creating exceptional workplace experiences? We are seeking a dynamic individual to step into a pivotal role, where you will be instrumental in ensuring our facilities run smoothly and our events are flawlessly executed. In this position, you won’t just be managing tasks; you’ll be the vital link that connects people, resources, and spaces, directly impacting the daily productivity and satisfaction of employees and guests.

Your ability to anticipate needs, adeptly resolve challenges, and build strong relationships will be critical to fostering an engaging and efficient environment, especially during high-volume periods. This is an exciting opportunity to contribute directly to the operational excellence and vibrant culture of a leading organization, making a tangible difference every day.

• Provide essential onsite support for facility coordination, event planning, and conferencing activities, particularly during peak operational periods.
• Cultivate robust working relationships with internal teams, external vendors, and service partners to ensure seamless operations.
• Proactively monitor facility service requests, meticulously document updates, ensure timely follow-up with vendors, and expedite urgent or persistent issues to resolution.
• Coordinate a wide range of workplace services, including routine maintenance, repairs, inspections, supply orders, and room resets.
• Facilitate vendor operations by assisting with site access, badge coordination, scheduling, deliveries, and communication with affected teams.
• Support critical administrative functions such as vendor invoice processing, inspection record keeping, work order tracking, and facility data management.
• Assist with workspace verification, furniture reconfigurations, moves, adds, and changes (MACs), restacks, and ergonomic requests to optimize employee comfort and efficiency.
• Orchestrate facility requirements for diverse meetings and events held in conference rooms, presentation rooms, cafés, and outdoor areas.
• Manage comprehensive event logistics, including room scheduling, setup and resets, furniture layouts, catering arrangements, janitorial services, signage, deliveries, temperature adjustments, and other critical details.
• Conduct thorough pre-event space checks, provide dedicated day-of support, adeptly resolve any emerging issues, and confirm spaces are meticulously reset post-event.
• Collaborate closely with audiovisual and technology support teams to address all technical and conference room technology requirements.
• Coordinate visitor and vendor access, property approvals, and certificates of insurance as directed, ensuring compliance and security.
• Maintain accurate event schedules, planning checklists, status updates, and track follow-up items across all supporting teams.
• Effectively manage multiple priorities simultaneously and promptly elevate any safety concerns, scheduling conflicts, service gaps, or potential event risks.

• High school diploma or general education degree (GED) is required.
• Minimum of 3 years of related experience in a customer service or administrative environment, OR at least 1 year of dedicated Facility Management experience.
• Ability to comprehend and interpret instructions, short correspondence, and email inquiries effectively.
• Proficiency in writing routine…