Facilities Coordinator 3

We are looking for a Facilities Coordinator 3 to support daily site operations and front desk activities. This is a contract position focused on keeping workplace services organized, responsive, and well-documented while assisting the site management team with administrative coordination. The person in this role will work closely with vendors, employees, and internal stakeholders to help maintain smooth operations, support compliance efforts, and ensure visitors and onsite activities are managed effectively.

Responsibilities:

• Coordinate vendor visits, service appointments, and routine site inspections to help maintain efficient daily operations.
• Maintain organized records of work orders, service activity, vendor communication, and other site-related documentation.
• Prepare straightforward operational updates, including basic reporting on service performance and key site metrics.
• Respond to everyday questions from staff, visitors, clients, and service providers in a timely and attentive manner.
• Support onsite procedures by helping distribute, organize, and maintain operational documents and reference materials.
• Arrange site meetings, manage schedules, and assemble materials needed for discussions and follow-up actions.
• Provide front desk coverage by welcoming guests, assisting with check-ins, and creating a positive first impression.
• Partner with the regional mailroom contact to help coordinate mail and related site support activities.
• Participate in workplace safety and compliance efforts to promote a secure and well-managed environment.
• 0-2 years of experience in an administrative, coordination, customer service, or operations support position.
• Strong organizational abilities with close attention to detail and accuracy in documentation.
• Proficiency with Microsoft Office applications, especially Excel and Outlook.
• Clear written and verbal communication skills with the ability to interact effectively with different stakeholders.
• Ability to manage multiple priorities, stay organized, and meet deadlines in an onsite environment.
• Working knowledge of customer service practices and front desk support with strong attention to detail.
• Availability to work onsite on a permanent basis and flexibility to travel between client locations when needed.
• Exposure to facilities, property management, vendor coordination, data entry, or building operations is preferred.