Project Coordinator- Facilities

Overview

Position Summary The Facility Project Coordinator provides coordination, operational, and administrative support to the Facilities & Administration team. This role works closely with the Senior Director of Facilities & Administration to support construction-related activities (renovations, office buildouts, and closures) and ongoing facilities operations, including systems rollouts, vendor coordination, contract administration, and day-to-day HQ workplace needs. The role is execution- and support-focused, emphasizing organization, documentation, communication, and follow-through across multiple facilities initiatives.

Success in this position requires strong coordination skills, attention to detail, and the ability to manage competing priorities in a fast-paced corporate environment.

Facilities Project Coordination

• Provide coordination and administrative support for facilities-related projects, including renovations, new office buildouts, and office closures.
• Assist with scheduling, tracking, and documentation of project timelines, deliverables, and action items.
• Coordinate communications and information flow among internal teams, landlords, architects, contractors, and vendors.
• Track milestones, dependencies, and potential risks; flag issues and escalate to the Senior Director as needed.
• Support move-related activities such as space planning coordination, furniture ordering, and employee communications.

Core Facilities Operations & Initiatives

• Support implementation and adoption of facilities-related systems and tools (e.g., Office Space, Service Now).
• Assist with vendor sourcing activities, including RFP/RFQ coordination, bid comparisons, and evaluation documentation.
• Coordinate contract-related activities such as renewals, onboarding, and documentation, in partnership with Legal, Procurement, and Finance.
• Maintain organized and up-to-date records for vendors, contracts, and service-level agreements.

HQ Day-to-Day Operations Support

• Manage and triage facilities helpdesk tickets, including temperature requests, furniture needs, office moves, repairs, and general inquiries.
• Coordinate supply ordering and support inventory tracking for HQ facilities and shared spaces.
• Serve as a day-to-day point of contact for on-site vendors and service providers, helping ensure timely issue resolution.
• Support overall operational readiness and functionality of the HQ workplace.

Emergency Planning & Safety Support

• Assist with emergency preparedness activities, evacuation planning, and business continuity documentation.
• Help coordinate emergency drills, safety trainings, and related communications.
• Maintain emergency plans, contact lists, and safety signage in alignment with company standards and local regulations.

Budgeting, Purchasing & Financial Tracking

• Track facilities-related expenses and assist with budget monitoring and variance reporting.
• Support purchase order creation, invoice processing, and approval workflows in coordination with Finance.
• Maintain accurate financial and purchasing records for facilities projects and ongoing services.

Other duties as assigned.

Required

• Bachelor’s degree or equivalent practical experience in facilities management, project coordination, operations, or a related field.
• Hands-on experience supporting corporate interior office construction, renovation, or office buildout projects.
• 2–4 years of experience supporting facilities operations, construction or renovation projects, office operations, or workplace services.
• Experience coordinating activities across vendors, contractors, and internal stakeholders.
• Strong organizational and administrative skills with the ability to manage multiple tasks and priorities.
• Proficiency with Microsoft Office and facilities management or ticketing systems (Service Now strongly preferred).
• Excellent written and verbal communication skills.

Preferred

• Familiarity with facilities management platforms such as Service Now and space management tools (e.g., Office Space).
• Working knowledge of procurement processes, contract administration, and basic budget tracking.
• Experience supporting workplace safety or emergency preparedness programs.