Facilities Coordinator

Facilities Coordinator

As a Facilities Coordinator, you will serve as the central point of contact for office operations, visitor management, and facilities coordination. You will support employee onboarding, manages service requests, and ensures smooth day-to-day functioning of the workplace through proactive communication and problem-solving.

What you'll be doing :

• Greeting and directing visitors and determining whether they should be given access to specific individuals or departments.
• Answering phone calls and directing calls to appropriate parties or taking messages.
• Scheduling maintenance and repairs to office equipment as needed with appropriate Facilities resources.
• Administering the new hire onboarding process which includes but is not limited to providing employee badges with access to the facility and / or parking cards.
• Reviewing HR reports for new hires and terminations and adjusting access for employees accordingly based on any employee status changes.
• Coordinating conference room and / or meeting arrangements.
• Planning and coordinating special events as needed.
• Administering routine and non-routine services for facilities including but not limited to room set-up, catering, and security.
• Processing invoices for prompt payment as needed, and responding to any issues regarding inaccurate payments.
• Coordinating on-site building service requests which includes but is not limited to responding to ServiceNow requests regarding building issues and / or scheduling outside vendors to perform maintenance tasks as needed.
• Reviewing weekly employee move / add / change reports and submitting any applicable changes to IT and Mailroom Services.
• Preparing more complex correspondence, memorandums and documents to internal stakeholders and management.
• Applying expanded knowledge obtained for the role to effectively communicate with stakeholders / senior leaders on facilities questions and / or concerns while maintaining a professional demeanor in all interactions.
• Recognizing increasingly complex issues / concerns and suggesting process improvements.
• Escalating more complex issues or concerns to management or appropriate internal stakeholders.
• Working overtime as needed.

What we're looking for :

Applications for this position will be accepted through November 28, 2025 subject to earlier closure due to applicant volume.