Facilities Coordinator

Facilities Coordinator

The Facilities Coordinator is a key member of the Corporate Operations team at The Arizona Republic, responsible for creating a safe, well-functioning, and professionally managed workplace environment. This role serves as the primary point of contact for all facility, vendor, and service-related matters, ensuring that staff has the resources and support they need to perform at their best. The Facilities Coordinator acts with discretion, professionalism, and a strong customer-service orientation in every interaction.

Essential Duties & Responsibilities

Supplies & Inventory Management

• Maintain adequate inventory of all office supplies, kitchen/breakroom, and operational materials through proactive monitoring.

• Place orders with approved vendors promptly; track deliveries and reconcile orders against receipts and invoices.

• Maintain organized supply storage.

Security Guard Administration

• Serve as the primary management liaison to the on-site security guard team, coordinating schedules, coverage gaps, and post assignments.

• Communicate daily operational needs, special event requirements, and visitor protocols to security staff and their supervisory chain.

• Escalate security incidents and concerns to the Corporate Security Director, Operations, and local leadership, per established protocols.

• Review vendor performance and maintain documentation of incident reports.

Parking Administration

• Manage issuance, tracking, and retrieval of employee parking passes and visitor parking validations.

• Maintain an accurate, current parking assignment log; coordinate with HR on new hires, terminations, and status changes to communicate to the parking operator.

• Serve as the point of contact for employee parking inquiries and dispute resolution.

• Coordinate with the property management company on parking facility issues, access control, and policy updates.

Mail Management

• Receive, sort, and distribute all incoming mail, courier packages, and overnight deliveries (Fed Ex, UPS, USPS, Amazon Business, etc.).

• Log all inbound shipments and notify recipients promptly; maintain chain-of-custody documentation for sensitive or high-value packages.

• Coordinate outgoing mail and overnight shipments, including account management for courier billing and service levels.

• Maintain a secure staging area for package receipt and pick-up consistent with building access protocols.

Property Management Interface

• Serve as the primary tenant-side contact for all property management communications, including routine, urgent, and emergency matters.

• Submit, track, and follow up on work orders for repairs, maintenance, HVAC, electrical, plumbing, and other building system issues.

• Coordinate janitorial and cleaning services, including scheduling and resolution of service deficiencies.

• Maintain a log of open and resolved maintenance requests; report recurring issues to leadership and advocate for timely resolution.

• Ensure compliance with building rules, lease obligations, and health and safety standards in coordination with property management.

General Office Operations

• Serve as a welcoming and knowledgeable point of contact for employees, visitors, vendors, and contractors.

• Support onboarding logistics for new employees including badge issuance and workstation or office assignments.

• Maintain orderly, professional common areas including lobbies, conference rooms, and kitchen facilities.

• Assist with special projects, events, and cross-functional initiatives as assigned by leadership.

Qualifications

• High school diploma or GED required. Associate or bachelor's degree in business administration or related field preferred.

• Minimum three (3) years of progressive office management, facilities coordination, or administrative services experience.

• Prior experience managing vendor relationships, service contracts, or on-site security functions strongly preferred.

• Media, publishing, or corporate newsroom environment experience a plus.

• Exceptional organizational skills and ability to manage multiple priorities simultaneously in a fast-paced environment.

• Strong interpersonal and communication skills; professional…