Job Description

Position Summary

The facilities coordinator is responsible for ensuring the smooth daily operations, maintenance, and safety of the company's buildings and grounds. The role oversees all aspects of facility management, including vendor relationships, workplace safety programs, emergency preparedness, and tenant relations. The facilities coordinator ensures a safe, efficient, and welcoming environment for employees, visitors, and tenants while maintaining high standards of customer service, confidentiality, and operational excellence.


This position reports to the Vice President of Human Resources, Payroll, and Facilities and operates within the Human Resources Department and collaborates across departments to maintain a safe and positive workplace.

Key Responsibilities

Facility Operations & Maintenance

Oversee day-to-day operations and maintenance of the entire campus, ensuring all buildings and common areas are safe, clean, and fully functional. Develop, maintain, and implement a facilities management blueprint that ensures operational efficiency and superior customer service. Coordinate facility projects and renovations, ensuring minimal disruption to business operations. Create and maintain SOPs and SLAs to streamline processes and enhance building efficiency. Manage vendor relationships, contracts, and performance to ensure timely and cost-effective service delivery. Maintain warranty information for all facility-related purchases and assets. Manage office and building furniture, supplies, seating charts, and key requests across departments. Serve as point of contact for building tenants, addressing maintenance concerns and fostering strong relationships.

Financial & Administrative Management

Manage and track building-related expenses; collaborate with Accounts Payable to ensure accurate billing and department budget alignment. Maintain record retention compliance for employee and accounting files, coordinating with off-site storage vendor once per year. Handle administrative tasks such as terminated employee property returns, access control (keycards), and expense reporting for the VP of HR, Payroll, and Facilities. Support company reporting, audits, and data requests related to facilities and safety. Monitor the facilities email and phone for support when off-site. Exercise independent judgment on areas of significance.

Safety, Compliance & Emergency Preparedness

Serve as the company's primary Emergency Response Coordinator, overseeing all safety programs, including fire evacuation, disaster response, CPR certification, alarm monitoring, and safety kit maintenance. Lead the Safety Committee through meetings and educational sessions that benefit the campus. Ensure compliance with OSHA, state, and federal safety regulations, including annual reporting for OSHA 300A and BLS/Workers' Compensation. Conduct and track mandatory companywide training sessions. Coordinate and update required OSHA and state-mandated training and documentation.

Culture, Events & Employee Engagement

Lead quarterly company charity donation programs, including vendor coordination, employee surveys, and check requests. Coordinate company events, campus celebrations, leadership Thursdays and employee recognition programs. Support front desk operations and visitor management to ensure a professional and welcoming environment. Conduct assessments and evaluations of projects, repairs, and improvements to ensure they meet company standards. Maintain storage areas and containers in a safe and organized condition. Perform various special projects and administrative duties as assigned.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Work Environment

This role is onsite Monday through Friday, with the ability to come onsite as needed during rare weekends for emergencies or special events. Off-site work may occur to secure supplies. The position involves advanced physical activity, including walking the property and lifting up to 25 lbs. When offsite/weekends, the facilities coordinator monitors the facilities email and phone for remote support as needed.

Americans with Disability Specifications

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.


While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Must be able to sit at the computer and do data entry and look at the screen for extended periods of time with minimal breaks.

Candidate Profile

The ideal candidate for the Facilities Coordinator role is:


Collaborative & Team-Oriented - Works closely with HR and cross-department partners to ensure smooth operations and shared accountability. Trustworthy & Confidential - Handles sensitive information discreetly and maintains confidentiality at all times. Customer Service Focused - Provides exceptional, caring, and solution-oriented service to employees and tenants while maintaining professionalism and boundaries. Humble & Respectful - Approaches interactions with humility and patience, respecting diverse perspectives and personalities. Strong Communicator - Communicates clearly and respectfully with internal teams, vendors, and building partners. Organized & Accountable - Manages multiple tasks and deadlines effectively with strong attention to detail. Proactive & Independent - Uses good judgment and initiative to resolve issues and improve processes. Ethical & Professional - Avoids workplace gossip or behavior that could compromise trust or relationships. Safety & Compliance Minded - Ensures all building, safety, and training standards meet OSHA and company requirements.

Required Education and Experience

Associate degree or equivalent experience required; Bachelor's degree preferred. Minimum 2-4 years of facilities coordination, property management, or related experience. Experience managing a budget. Possess strong organizational skills with a keen ability to prioritize and multi-task with limited supervision. Strong knowledge of MS Office applications (Word, Excel, and Outlook). Maintain a flexible work schedule and adhere to the requirement of working any designated shift and overtime as requested per business and operational needs. Strong organizational and multitasking skills. Excellent communication and interpersonal skills. Knowledge of OSHA and building safety regulations. Proficient with Microsoft Office and facility management systems. Ability to manage multiple ongoing projects with attention to detail. Customer service mindset with a proactive approach to problem-solving. Ability to exercise sound independent judgment in key decision areas. High level of confidentiality and professionalism due to HR department alignment.

Preferred Education and Experience

Bachelor's degree or equivalent experience. Bilingual (English - Spanish). Experience with working with a Human Resources Department. Understanding of and experience with HVAC and Alarm systems.
This position has three different levels: Facilities Coordinator I, II, III, and Senior. The position level is primarily determined by the following categories:


Years of experience and expertise * Position authority