Job Description

• Coordinate and monitor maintenance, repair, and workplace service activities across designated corporate facilities to support safe, efficient, and reliable building operations.
• Review, assign, and track facilities service tickets, work orders, and related requests, coordinating with internal maintenance teams, suppliers, managers, and stakeholders to support timely resolution.
• Support multiple managers within the Facilities Management department by assisting with administrative coordination, follow-up items, documentation, reporting, and operational priorities.
• Serve as a customer service liaison for internal departments requesting facilities support, including office moves, employee events, shared-space needs, seating coordination, and similar workplace activities.
• Assist with office moves, furniture reconfigurations, signage, key requests, supplies, equipment orders, event support, and other workplace coordination needs across assigned locations.
• Support procurement activities by preparing and processing purchase requisitions, tracking purchase order status, maintaining supporting documentation, and following up on PO updates, corrections, cancellations, or blanket PO needs.
• Monitor invoice and payment status for facilities-related services by coordinating with suppliers, Finance, Procurement, and internal stakeholders to resolve outstanding invoices, rejected requisitions, PO discrepancies, and payment questions.
• Communicate with suppliers and vendors regarding quotes, proposals, invoices, proof of delivery, service schedules, billing requirements, and required submission documentation.
• Assist in managing vendor relationships to ensure agreed service levels are met for building systems, janitorial services, pantry services, furniture services, parking, supplies, and other facility-related support.
• Assist in the planning and execution of preventive maintenance programs for HVAC, electrical, plumbing, kitchen, pantry, and other building systems.
• Monitor facility operations to support compliance with safety standards, internal procedures, documentation requirements, and regulatory expectations.
• Conduct floor walks, inspections, and audit counts to validate space conditions, workplace needs, furniture and equipment counts, maintenance items, and employee experience concerns.
• Support the new hire workstation process by assisting with seat allocation, desk assignments, name tags, workstation readiness, hiring manager coordination, and related tracking documents.
• Track shared-space calendars and schedules for areas such as cafeterias, conference or support spaces, service windows, cleanings, events, and other facilities-managed activities.
• Prepare service requests, supplier communications, status updates, reports, and documentation required for facility-related activities.
• Track and analyze recurring requests, operational trends, maintenance performance, and service follow-up items to identify opportunities for process improvement.
• Support the budgeting process by collecting, consolidating, and validating facility-related expense data, invoice details, and purchase order information.
• Respond promptly and professionally to facility service requests and employee/customer needs, ensuring appropriate communication, escalation, and follow-through.

• High school diploma or equivalent required; Associate or Bachelor’s degree in Facilities Management, business administration or related field preferred.

• Minimum of 4 years of experience in an administrative, coordination, or management support role providing support for residential, commercial, or corporate building operations. Experience with accounting support, supplier coordination, tenant/customer service, invoice follow-up, purchase orders, or payment tracking is preferred.

• Ability to review, track, and support utilities payments, supplier invoices, payment discrepancies, and related account analysis in coordination with Finance, Procurement, suppliers, tenants/landlords, and internal customers.
• Proficiency in work order systems, Microsoft Office Suite. Experience with facilities management or work orders software is a plus.
• Strong organizational and multitasking skills to handle multiple priorities effectively.

• Excellent problem-solving and communication skills.
• Ability to work collaboratively with cross-functional teams and external vendors.
• Detail-oriented and proactive approach to maintenance and facility issues.
• Commitment to safety and compliance practices.