Key Responsibilities and Required Skills for Facility Coordinator

🎯 Role Definition

As a Facility Coordinator, you are the central point of contact for all building-related activities and the driving force behind a seamless and positive workplace experience. You will be responsible for the day-to-day management of our office facilities, ensuring they are well-maintained, safe, and fully operational. This hands-on role requires a proactive problem-solver who can manage multiple priorities, from coordinating with maintenance vendors and overseeing safety protocols to managing office supplies and supporting internal events. You will work closely with employees, leadership, and external partners to create an environment where our team can do their best work.

📈 Career Progression

Typical Career Path

Entry Point From:

Office Manager
Administrative Coordinator
Facilities Assistant

Advancement To:

Senior Facility Coordinator
Facilities Manager
Regional Facilities Manager

Lateral Moves:

Project Coordinator
Vendor Relations Manager
Operations Specialist

Core Responsibilities

Primary Functions

Manage and prioritize incoming maintenance requests through our work order system (CMMS), ensuring timely resolution and clear communication with employees.
Act as the primary liaison for all external service vendors, including HVAC, janitorial, electrical, plumbing, and security, coordinating their site visits and overseeing the quality of their work.
Conduct regular and thorough inspections of the facility to identify maintenance needs, ensure cleanliness, and proactively address any safety or compliance issues.
Oversee all aspects of space management, including coordinating office moves, setting up workstations for new hires, and maintaining accurate seating charts and floor plans.
Manage the inventory and procurement of all office essentials, including stationery, kitchen supplies, and first aid kits, ensuring stock levels are maintained within budget.
Assist the Facilities Manager in tracking departmental expenses, processing invoices, and contributing to the annual facility operations budget.
Ensure the facility complies with all local, state, and federal regulations, particularly those related to Health & Safety (OSHA) and fire code.
Serve as the main point of contact for building management, addressing any building-wide issues and disseminating important information to staff.
Develop and manage a preventive maintenance schedule for all critical building systems and equipment to minimize downtime and prolong asset life.
Administer the building's access control system, including issuing, tracking, and deactivating employee badges and key cards.
Respond promptly to facility-related emergencies, such as power outages or water leaks, and execute established emergency response protocols.
Provide logistical support for company meetings and events, including conference room setup, furniture arrangement, and coordination with catering or A/V teams.
Manage all mailroom operations, including sorting and distributing incoming mail and packages, and managing relationships with courier services.
Maintain comprehensive and organized facility records, including vendor contracts, maintenance logs, compliance documentation, and emergency plans.
Lead the facility onboarding process for new employees, providing tours and essential information about building procedures, safety protocols, and amenities.
Supervise and direct the janitorial team to ensure the entire office meets a high standard of cleanliness and presentation.
Manage the scheduling and configuration of conference rooms and shared spaces, resolving any booking conflicts and ensuring they are properly equipped.
Assist in the development, documentation, and implementation of new facility-wide policies and procedures to improve operational efficiency.
Coordinate ergonomic assessments for employees and procure necessary equipment to ensure a comfortable and healthy workspace.
Source new service providers and vendors, participating in the bidding and negotiation process to secure high-quality services at a competitive cost.
Partner with the finance department to reconcile facility-related invoices, ensuring accuracy and timely payment processing.

Secondary Functions

Support the company’s sustainability and green initiatives by identifying opportunities for energy conservation, waste reduction, and recycling programs.
Assist project managers and leadership with the planning and execution of small-scale office renovations, refurbishments, and capital improvement projects.
Generate and present regular reports on key facility metrics, including work order completion rates, vendor performance, and budget-to-actual spending.
Participate as an active member of the site's Emergency Response Team, attending training and assisting in the execution of business continuity plans.

Required Skills & Competencies

Hard Skills (Technical)

CMMS Proficiency: Experience using Computerized Maintenance Management Systems (e.g., FMX, UpKeep, ServiceChannel) to manage work orders and track assets.
Building Systems Knowledge: A fundamental understanding of commercial building systems, including HVAC, electrical, plumbing, and fire life safety.
Health & Safety Compliance: Working knowledge of OSHA standards and other relevant safety regulations to ensure a compliant workplace.
Vendor Management: Proven ability to source, negotiate with, and manage relationships with external service providers and contractors.
Budgeting & Expense Tracking: Experience in tracking operational expenses, processing invoices, and contributing to budget planning.
MS Office/Google Workspace: Strong proficiency in standard office software for communication, scheduling, and reporting.
Space Planning Tools: Familiarity with space management software or tools for managing seating charts and office layouts is a strong plus.

Soft Skills

Problem-Solving: Resourceful and adept at troubleshooting facility issues quickly and effectively, often under pressure.
Organization & Time Management: Exceptional ability to prioritize a high volume of tasks, manage competing deadlines, and maintain meticulous attention to detail.
Interpersonal & Communication Skills: Excellent verbal and written communication skills for interacting professionally with all levels of staff, management, and external partners.
Proactive & Self-Directed: A "can-do" attitude with the ability to anticipate needs and take initiative without constant supervision.
Customer Service Orientation: A strong focus on providing a positive and supportive experience for all employees and visitors.
Adaptability: Ability to thrive in a dynamic, fast-paced environment and adjust to changing priorities seamlessly.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED.

Preferred Education:

Associate's or Bachelor's Degree.

Relevant Fields of Study:

Facilities Management
Business Administration
Operations Management

Experience Requirements

Typical Experience Range:

2-5 years of direct experience in facilities coordination, office management, or a closely related role.

Preferred:

Experience working in a corporate, tech, or other fast-paced office environment.
Professional certification in Facilities Management (e.g., FMP, CFM) or a related field is highly desirable.