Facilities Administrative Asst. Coordinator

Arcfield is seeking an energetic, self-motivated Administrative Assistant / Facilities Coordinator to serve as the primary point of contact for employees, visitors, vendors, and facility-related activities at our Middletown, Rhode Island facility. This position provides a hybrid of front-office administration, facilities coordination, and site operations support, with a strong focus on maintaining a safe, functional, professional, and welcoming workplace.

The ideal candidate is highly organized, proactive, and detail-oriented, with excellent interpersonal and communication skills and the ability to independently manage competing priorities. The successful candidate will develop strong working relationships with local leadership, employees, vendors, and the broader Real Estate & Facilities organization and will exercise sound judgment in identifying issues, coordinating solutions, and escalating matters when appropriate.

Under minimal supervision, performs a broad range of administrative, facilities, and office operations activities of varying scope and complexity. Serves as a local extension of the Real Estate & Facilities organization by monitoring facility conditions and office standards, coordinating maintenance and service requests, supporting workplace operations, and ensuring that day-to-day facility needs are addressed in a timely and professional manner.

This position is an integral part of the local workplace operation and serves as the on-site extension of the Real Estate & Facilities organization. While reception and administrative responsibilities are an important component of the role, the position is equally focused on facility awareness, office standards, workplace readiness, and proactive coordination of facility and employee needs.

• Serve as the primary local point of contact for day-to-day facility and office operations.
• Conduct routine facility walkthroughs to identify maintenance, cleanliness, safety, security, and workplace issues and coordinate appropriate resolution.
• Monitor common areas, conference rooms, work spaces, kitchens, and other shared spaces to ensure they are clean, functional, properly equipped, and maintained to established office standards.
• Monitor, coordinate, and resolve facilities tickets and service requests, working with building management, vendors, maintenance personnel, and the broader Real Estate & Facilities organization to ensure timely and satisfactory resolution.
• Assist with facility projects, moves, space changes, inspections, and other site initiatives as directed by the Real Estate & Facilities organization.
• Support implementation and maintenance of workplace standards, processes, and programs established by Real Estate & Facilities.
• Maintain appropriate records, logs, and documentation related to facility and office operations.

• Provide professional reception services and serve as a welcoming first point of contact for employees, visitors, and vendors.
• Greet and sign in visitors, coordinate visitor badges, notify hosts of arrivals, and ensure appropriate sign-out procedures are followed.
• Monitor visitor and temporary badge logs and maintain required documentation.
• Receive and distribute incoming mail, packages, and deliveries and coordinate appropriate routing.
• Respond to employee questions and requests, provide information, and direct matters to the appropriate resource when necessary.
• Maintain a professional, organized, and welcoming reception and common-area environment.
• Support new employee onboarding and orientation activities, including preparation of welcome materials, workspace and conference room setup, refreshments, and other site‑specific…