Administrative Coordinator (Facilities Management

Facilities Coordinator

LHH is working with a nonprofit organization that is seeking an organized and detail-oriented Facilities Coordinator to support the Facilities Management team during a short-term assignment. This role will provide administrative, operational, and project support while helping coordinate departmental activities, vendor communications, purchasing processes, and facilities-related initiatives. The ideal candidate thrives in a fast-paced environment, can manage multiple priorities simultaneously, and is comfortable interacting with employees, vendors, and leadership.

The hours are Monday through Friday 8:00AM – 4:30PM (37.5-hour work week).

• Support departmental purchasing activities by preparing purchase orders, placing vendor orders, and reconciling procurement transactions.
• Assist with monitoring office supply inventory and tracking related expenditures.
• Provide administrative support for company-wide and departmental events, including planning and logistics coordination.
• Create professional presentations, reports, and visual materials using PowerPoint and Microsoft Office applications.
• Review and process monthly utility expenses, including electric, water, sewer, and gas invoices.
• Manage the intake and processing of invoices while ensuring timely payment workflows.
• Coordinate and maintain after-hours on-call schedules and communicate updates with vendor partners.
• Assist with safety-related initiatives, including organizing and supporting quarterly fire drills.
• Generate purchase orders for facilities projects, service agreements, and operational needs.
• Schedule meetings, maintain calendars, and coordinate appointments for department leadership and staff.
• Monitor facilities service requests, provide guidance on submission procedures, and route requests to the appropriate personnel.
• Organize departmental meetings, prepare agendas, document meeting notes, and track follow-up items.
• Coordinate employee training schedules, maintain training records, and assist with reimbursement submissions.
• Support contract administration processes, including electronic document routing and approvals.
• Maintain contract records and monitor agreement status within organizational systems.
• Review and close completed maintenance work orders while ensuring accurate documentation.
• Coordinate staff schedules and assist with coverage planning during PTO or leave absences.
• Maintain accurate departmental files, records, permits, inspection reports, and project documentation.
• Register vendors and visitors in facility management systems and support onboarding logistics for contractors.
• Assist with facility tours for new employees and visiting staff members.
• Reconcile departmental credit card expenses and maintain supporting documentation.
• Contribute to process improvements that strengthen communication and workflow efficiency across departments.

• Associate degree or equivalent combination of education and relevant work experience.
• Minimum of two years of administrative support experience, preferably within facilities, operations, property management, or a related environment.
• Strong proficiency with Microsoft Office Suite, including Outlook, Excel, PowerPoint, and Word.
• Excellent organizational skills with the ability to manage multiple projects and deadlines simultaneously.
• High level of attention to detail and accuracy when handling records, invoices, and documentation.
• Strong customer service and interpersonal skills with the ability to work effectively with employees at all levels of an organization.
• Strong written and verbal communication skills.
• Ability to work independently while also contributing to a collaborative team environment.
• Demonstrated problem-solving abilities and flexibility in managing changing priorities.
• Experience supporting projects, coordinating schedules, and maintaining confidential information.
• Familiarity with systems such as Workday, Docu Sign, maintenance management platforms, or procurement tools is a plus.
• Ability to occasionally support evening or weekend activities when business needs require.