Facilities Office Coordinator

Job Summary

The Facilities Office Coordinator provides front office reception support and administrative coordination for daily Facilities & Security operations. This role supports a safe, organized, and professional work environment by ensuring consistent front office operations, visitor management, and facilities coordination.

The position serves as a key operational support resource for the Facilities & Security Department, maintaining front reception coverage, supporting access control processes, and coordinating routine facilities activities to ensure service continuity. This role supports established procedures and operates under the direction of Facilities & Security leadership.

• Provide professional reception support to visitors, vendors, contractors, and employees
• Administer visitor registration, temporary badging, and host notification processes in accordance with established procedures
• Support incoming call management and message routing to ensure continuity of front office operations
• Maintain front desk materials, logs, and coverage documentation in an accurate and timely manner
• Coordinate maintenance requests through the Facilities helpdesk and monitor follow‑up as appropriate
• Assist with the tracking, organization, and maintenance of facilities inventory, including badges, keys, access cards, office supplies, and safety‑related materials
• Perform periodic inventory counts, identify discrepancies, and support replenishment activities; elevate issues as needed
• Coordinate ordering of office nameplates and business cards
• Support room setup, minor office moves, and meeting or event logistics
• Assist in maintaining organized storage rooms, supply areas, and shared work spaces
• Provide support for food service, events, and other facilities activities as requested
• Support day‑to‑day administration of the DSX access control system in accordance with established procedures and under direction of Facilities & Security leadership
• Assist with badge issuance, tracking, activation, and deactivation for employees, contractors, and visitors
• Maintain accurate access control records and handle security‑related information with appropriate confidentiality
• Escalate access issues, discrepancies, or system concerns to Facilities or Security leadership as appropriate
• Support approved recycling and disposal processes for batteries and other designated materials in accordance with company procedures
• Maintain strict confidentiality of employee, visitor, and security‑related information
• Receive, sort, and distribute incoming mail and deliveries; coordinate and prepare outgoing mail and shipments
• Comply with all Facilities & Security policies, procedures, and safety requirements
• Demonstrate professional conduct and represent the company in a courteous and service‑oriented manner
• Maintain compliance with Health, Safety, and Environmental (HSE) policies by attending all required HSE training sessions, safety meetings, and always employing proper personal protective equipment (PPE)
• Other duties as assigned

• High school diploma or equivalent required
• Fluency in English and Spanish required
• Prior experience in reception, facilities coordination, or administrative support preferred
• Proficiency in Microsoft Office applications, databases, and standard administrative systems
• Working knowledge of access control systems (e.g., DSX or comparable platforms) preferred
• Strong verbal and written communication skills required
• Dependable and punctual with a professional and welcoming approach
• Strong organizational and time‑management skills
• Ability to manage confidential information with discretion and professionalism
• Ability to manage multiple responsibilities and adapt to changing business needs
• Must maintain a valid driver’s license and meet company driver eligibility requirements

The physical demands described here represent those required for an employee to successfully perform the role’s essential functions. Reasonable accommodation may be made for individuals with disabilities to perform their major responsibilities.

While performing the duties of this job, the employee is regularly required to sit, stand,…