Facilities Coordinator - Confidential Jobs

Job Title: Facilities Coordinator

Reports To: Director of Operations

Job Summary:

The Facilities Coordinator will oversee the maintenance and safety of office facilities, ensuring a smooth and organized workplace. This role involves managing office operations, supporting senior leadership, and ensuring compliance with safety regulations. The ideal candidate will be proactive, highly organized, and capable of handling a wide range of tasks to ensure the facility runs efficiently and safely.

Responsibilities:

Facilities Coordination:

• Oversee facility space, including setting up new workstations, reconfiguring workstation layouts, and maintaining a comfortable and efficient work environment.
• Monitor and respond to building alarms outside regular business hours. Physically respond when necessary and coordinate with emergency response teams.
• Liaise with third-party vendors for building maintenance, office cleaning, security, and other facility-related services.
• Conduct regular facility inspections to ensure all equipment and facilities are clean, safe, and functional.
• Handle minor repairs or maintenance issues, escalating more complex problems to the appropriate service providers.
• Manage building access, distribute access cards or keys, and coordinate visitor access.
• Serve as the primary Safety Specialist, ensuring compliance with workplace safety regulations (OSHA, local, state, federal).
• Conduct safety inspections, risk assessments, and maintain safety records (incident reports, audits).
• Lead emergency response drills and ensure emergency equipment (fire extinguishers, first aid kits, etc.) is operational.

Office Management & Administration:

• Oversee office operations, ensuring an organized and productive work environment.
• Manage office supplies and inventory, ensuring timely replenishment.
• Provide administrative support to senior management, including managing calendars, scheduling meetings, and preparing reports.
• Coordinate company events, meetings, and travel arrangements for executives and staff.
• Serve as the main point of contact for office-related communication.
• Ensure office equipment (printers, computers, etc.) is functioning and address issues as they arise.
• Prepare materials for presentations and assist in proofreading reports and other documents.
• Maintain confidentiality of sensitive information, ensuring compliance with company policies.
• Assist with budget tracking and planning for facility-related expenses.
• Support waste reduction and resource optimization initiatives.
• Standardize document management and improve office workflows to enhance efficiency.
• Collect and report on key performance indicators (KPIs) related to office operations, employee satisfaction, and sustainability initiatives.

Additional Duties:

• Support the implementation of sustainability initiatives (e.g., reducing single-use plastics).
• Handle daily clerical tasks and assist with other duties as needed.

Skills & Qualifications:

• Associate's degree or higher preferred; certifications in office administration, facilities management, or safety a plus.
• Minimum of 3-5 years in office management, facilities coordination, safety coordination required.
• Proficient in MS Office Suite (Word, Excel, PowerPoint) and office management software. Familiarity with facilities management software is a plus.
• Understanding of workplace safety regulations (OSHA, emergency response).
• Strong ability to manage multiple tasks with attention to detail.
• Excellent written and verbal communication skills. Ability to interact professionally with all levels of staff.
• Strong troubleshooting skills for resolving office and facility issues promptly.
• Collaborative mindset with the ability to work across departments and interact with external vendors.
• Ability to lift and carry office supplies (up to 25 lbs), conduct inspections, and respond to emergencies.
• Must possess a valid Notary Public commission and be able to notarize documents as needed.

Work Environment:

• Full-time, in-office position (occasional evening or weekend work may be required for events, emergencies, or special projects).
• Fast-paced environment with changing priorities and deadlines.

Salary:

$50,000-65,000 depending on experience