Facilities Coordinator

Facilities Coordinator 1

The Facilities Coordinator 1 provides essential administrative and operational support to the site management team, ensuring the smooth delivery of day-to-day facilities operations. This strictly contract role covers an employee going on leave, with approximately two weeks notice provided before the contract ends. The coordinator focuses on vendor scheduling and coordination, maintaining accurate documentation, supporting communication between stakeholders on site, and helping implement site procedures and protocols.

• Schedule and coordinate vendor activities, site inspections, and other onsite services to ensure timely and efficient execution.
• Maintain accurate records of vendor interactions, service requests, work orders, and site activities in the appropriate systems and documentation.
• Assist in preparing basic reports on site operations, vendor performance, and key performance indicators (KPIs) for the site management team.
• Respond to routine inquiries from staff, vendors, and clients, providing clear information and directing issues to the appropriate contacts when necessary.
• Support the implementation of site procedures, protocols, and health and safety practices to promote a safe and well-organized workplace.
• Organize and maintain site documentation, operational manuals, and facilities-related records so they are current, complete, and easily accessible.
• Assist in tracking and reporting on KPIs related to facilities operations, vendor performance, and service levels.
• Coordinate site meetings, including scheduling, room arrangements, and preparation of relevant materials and documentation.
• Provide general administrative support to the site operations and facilities team, including data entry, database updates, and use of scheduling and coordination software.
• Collaborate with facilities and property management personnel to support building operations and maintenance activities, including basic HVAC and facilities maintenance coordination.
• Deliver courteous and professional customer service to internal and external stakeholders, ensuring issues are handled promptly and effectively.

• 02 years of experience in an administrative or operational support role, preferably within a facilities or operations environment.
• Strong organizational skills with exceptional attention to detail when managing schedules, documentation, and vendor records.
• Proficiency in the Microsoft Office suite, particularly Excel for tracking data and Outlook for email and calendar management.
• Excellent written and verbal communication skills, with the ability to communicate clearly with staff, vendors, and clients.
• Ability to prioritize tasks, manage time effectively, and handle multiple requests in a fast-paced setting.
• Basic understanding of customer service principles and the ability to provide professional, responsive support.
• Comfort working with data entry and basic database management tools.
• Ability to learn and use scheduling and coordination software to manage vendor and site activities.

• Experience working in a facilities management or property management environment.
• Familiarity with vendor management concepts, including scheduling, performance tracking, and service coordination.
• Basic knowledge of building operations and maintenance, including exposure to HVAC and facilities maintenance activities.
• Experience with data entry and database management systems used in operational or facilities settings.
• Understanding of health and safety practices in a workplace setting and willingness to support safety procedures.
• Exposure to scheduling and coordination software or tools used to manage site operations.
• Strong customer service orientation, with the ability to support staff and vendors courteously and professionally.
• General knowledge of facility management principles and the role of facilities in supporting business operations.

This role is based onsite at a facility in Seattle, Washington, working a Monday through Friday schedule from 8:00 AM to 5:00 PM. The position supports a professional office and facilities environment, collaborating closely with site operations, facilities, and property management teams, as well as external vendors. Parking is not provided onsite; team members typically use street parking or nearby paid lots.

Work involves regular use of Microsoft Office tools, scheduling and coordination software, and internal databases to manage vendor…